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04
January 2011
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Contents
Preface
13
Audience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
AR System documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Chapter 1
17
18
18
19
19
19
19
20
Chapter 2
23
24
25
26
26
26
27
27
28
30
31
32
32
33
33
Chapter 3
35
Approval Central . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Opening Approval Central. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
AR System Object List in browsers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Working with pending approval requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Processing an approval request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Performing a search on Approval Central. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Contents
36
37
37
38
38
38
5
57
69
97
109
110
110
111
113
113
114
114
115
116
117
118
119
120
120
121
122
123
125
126
128
129
130
131
132
132
133
137
138
138
139
140
7
143
151
173
Application commands
179
181
182
182
183
184
184
185
185
186
186
187
187
188
188
189
189
190
190
191
192
192
193
Appendix C
195
Worksheets
Process worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Defining a process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
More Information escalations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Signature escalations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Rule worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Auto Approval rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Get Authority rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Get Authority Self rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Self Approval rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Validate Approver rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Prep Get Next Approver rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Get Next Approver rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Get Authority Regular rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Parameterized Get Next Approver rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Signature Accumulator rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Statistical Override rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Completion rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Approval Process Done rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
196
196
196
197
200
200
200
201
201
201
202
202
203
203
204
204
204
205
Appendix D
207
Approval forms
Administration forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
AP:AdhocDetails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
AP:Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
AP:Admin-DeleteVerify . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Contents
208
208
209
210
9
AP:Admin-Rename . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210
AP:Admin-ServerSettings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212
AP:Customize-SourceID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215
AP:Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216
AP:Detail-Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217
AP:DynamicLabels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219
AP:Form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220
AP:Notification. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
AP:Preview Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226
AP:PreviewInfo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227
AP:PreviewSignatures. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
AP:Process Administrator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
AP:Process Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231
AP:Question-Comment-Info . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245
AP:Reserved Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245
AP:Role . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246
AP:Rule Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247
AP:Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252
AR System Business Time forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255
User forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255
Approval Central . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255
AP:AdhocDialog . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263
AP:Alternate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266
AP:Dtl-Sig-MoreInfoDialog . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268
AP:More Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269
AP:Password. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270
AP:Reassign . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270
AP:Rejection Justification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271
AP:Show-Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271
AP:ShowDetail-DeleteVerify . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279
Appendix E
281
Appendix F
Troubleshooting
283
10
Glossary
289
Index
293
Contents
11
12
Preface
IMPORTANT
The compatibility information listed in the product documentation is subject to
change. See the compatibility matrix at http://www.bmc.com/support for the
latest, most complete information about what is officially supported.
Carefully read the system requirements for your operating system, especially the
patch requirements. See the Installation Guide, Obtaining system requirements
and software, page 12.
Audience
The BMC Remedy Approval Server Guide is written for:
Users of the BMC Remedy Action Request System (AR System) product who
want to understand approval workflow, including requesters and approvers.
This document assumes you are familiar with AR System. The administration
sections assume that you want to add the approval server feature to an existing
application.
This document provides instructions to install approval server forms and
workflow on the Windows and UNIX operating systems, and assumes that you
are familiar with the environment in which you install the software.
AR System documents
The following table lists documentation available for AR System 7.6.04.
Unless otherwise noted, online documentation in Adobe Acrobat (PDF) format is
available on AR System product installation DVDs, on the Customer Support
website (http://www.bmc.com/support), or both.
Preface
13
You can access product help through each products Help menu or by clicking
Help links.
NOTE
The AR System product help has not been updated for version 7.6.04. The help
topics still apply to version 7.6.03. For the most recent content, refer to the PDF
documentation.
Title
Description
Concepts
Guide1
Audience
Installation Guide
Administrators
Introduction to Application
Development with
BMC Remedy Developer
Studio
Developers2
Developers
Configuration Guide
Administrators
Administrators
Integration Guide
Optimizing and
Troubleshooting Guide
Database Reference
Administrators/
Developers/
Programmers
Administrators
C API Reference
Programmers
Programmers
14
AR System documents
Title
Description
Audience
Java API
Programmers
Information about Oracle Java classes, methods, and
variables that integrate with AR System. For the location of
the JAR file containing this online documentation, see the
information about the Java API in the Integration Guide.
Administrators/
Developers/
Programmers
Master Index
Everyone
Administrators
Release Notes
Everyone
Everyone
Developers
Administrators
Everyone
Administrators
Everyone
Administrators /
Developers
Administrators /
Developers
The full title of each guide includes BMC Remedy Action Request System 7.6.04
(for example, BMC Remedy Action Request System 7.6.04 Concepts Guide), except
Preface
15
the BMC Remedy Migrator Guide and BMC Remedy Encryption Security Guide.
Application developers who use BMC Remedy Developer Studio.
3 C and Java programmers who write plug-ins and clients for AR System.
2
16
Chapter
Chapter 1
17
18
Approval processes
An approval process is a set of rules and procedures, based on data, that enforce
processes and workflow to require the appropriate people to review, approve, and
reject requests.
A process must have rules to make sure all required approvals occur, no
erroneous approvals occur, and sufficient authority is present to enable
approval.
Chapter 1
19
A given request might require one simple approval process, or several processes
that work with each other. Often the appearance of a single operation involves
multiple approvals. Some requests must follow a process but can be approved
automatically based on certain criteria.
In BMC Remedy Approval Server, an approval process is the set of rules and forms
that generate data to authorize specific AR System workflow. An approval process
consists of definitions for the operation itself, rules that define what happens at
each specific stage in the process, and a place to store signatures. While process
administrators need to understand these rules, they are transparent to approvers.
The types of rules and how they interact are described under Approval server
rules on page 82.
The data generated by an approval process, such as the type of approval, approver
signatures, requests for more information, and time stamps for audit trails, is
stored in the detail record and other supporting forms. This enables you to track
the approval process for auditing or troubleshooting purposes. For more
information about data, see Approval data and audit on page 70.
Approval roles
Three roles are involved in the approval process: those requesting approval
(requesters), those approving requests (approvers and alternate approvers), and
process administrators who set up and modify the approval server configuration.
Most approval processes are transparent to requesters, who therefore do not need
a thorough understanding of approval server. This document is primarily written
for approvers and process administrators.
Requesters
Requesters are people who want something to be approved. Requesters work with
an application that starts an approval process by entering an approval request.
Approval requests are routed to all required approvers according to the rules of
the approval process.
The approval server allows requesters to enter approval requests, check the status
of their requests, and respond to More Information requests.
Approvers
Approvers are people with the authority to approve, reject, reassign, hold, or
provide questions and comments for a request in a given process.
The process administrator configures approvers for each process, so that each
request has a specified approver list. Different requesters can have different
approver lists for the same process.
An approver list specifies the exact list of signatures required for a request. A
signature can come from an individual or from a business role containing multiple
individuals, such as department managers. The approval server allows you to
work with any combination of individuals and roles to create the approver list for
each process.
20
Approvers interact with the approval server to review outstanding requests that
are assigned to them, and to take action on those requests. Approver actions are
performed using Approval Central, which is the approval server console. (For
more information, see Approval Central on page 255.) The actions approvers
can take include:
Approving
Rejecting
Reassigning
Holding
Checking status
Approvers have access to the details of the request being processed as well as to
the request history. The history includes a list of all approvers who have
responded to the request, and the actions they took. Also, any comments that have
been entered by other approvers are available for review.
If approvers need to obtain more information before approving a request, they can
send a More Information request to any AR System user. A More Information
request is separate from the approval request, but remains associated with it.
Alternate approvers
When an approver cannot be available, such as during a business trip or vacation,
the approver can define an alternate approver with the same authority within an
approval process. An alternate is someone who substitutes for the approver and
acts with the approvers authority and privileges for a duration of their choice.
Approvers can to set up any number of alternates. Each alternate might be set up
to substitute within one or more approval processes.
Process administrators
The process administrator is a user who has permission to carry out design and
administration tasks in the approval server. Process administrators can perform
the following tasks:
Override the normal flow of a process when an emergency situation requires it.
NOTE
An approval server process administrator is not the same as the AR System
administrator. See Chapter 5, Introduction to approval forms, processes, and
rules, for an explanation of the process administrators responsibilities.
Chapter 1
21
22
Chapter
Chapter 2
23
In BMC Remedy User, press Ctrl+O to open the object list, and open the
AP:Administration form.
24
Process administrator
This chapter only describes how to use the following tabs and links on the
AP:Administration form:
For information about using other tabs and links on the AP:Administration form,
see Chapter 6, Defining an approval process, Chapter 7, Defining approval
rules. Also see these sections: Connecting an application to the approval server
on page 152, Adding notifications to the approval process on page 158, and
Defining roles on page 106.
Process administrator
A process administrator is an AR System user with the authority to define an
approval process and to perform administrative tasks related to the AR System.
The first process administrator must be set up by the AR System administrator, but
others can be set up by an existing process administrator.
The process administrator is a more powerful authority than the signature
authorities (approvers) who actually sign approval requests. A process
administrator performs the following responsibilities:
Chapter 2
25
26
3 On the Process Administrator tab, specify appropriate values in the various fields.
27
<APPR>
<APPR>
<APPR>
<APPR>
<APPR>
<APPR>
Tag
Field
Field
Field
Other
ID 1
ID 2
ID 3
Short
------
Approval-Defn-Check-Interval:
0
0
0
390621390634
390636390669
390680390694
To use the approval preview feature, you must set either the Private AR Server
RPC Socket or the Plugin Loopback RPC Socket.
NOTE
The Plugin Loopback RPC Socket field of the Server Settings dialog box controls
the same setting as the Plugin Loopback RPC Program Number field on the Ports
and Queues tab of the AR System Administration: Server Information form.
28
If the Plugin Loopback RPC Program Number is already defined for the
AR System server, enter the same RPC number in the Plugin Loopback RPC Socket
field of the Server Settings window. If this queue is not already defined for the
server, it will appear in the Server Information dialog box, on the Server Ports and
Queues tab, after you enter it in the Server Settings dialog box.
For more information about defining server ports and queues, see the
Configuration Guide, Server InformationPorts and Queues tab, page 157.
Plugin Loopback RPC Socket(Optional) If specified, the Plugin-LoopbackRPC-Socket entry was created (or updated) in ar.cfg (or ar.conf), and that
queue was used for the Preview feature. If this value was not provided, the
Preview feature did not work.
These values were supposed to be different because they were used for different
functionalities.
Beginning with release 7.5.00, the approval server uses the Visualizer sub-plugin
to render previews (different from the Preview feature implementation).
Therefore, the same RPC queue can be used for approval processing as well as
preview generation.
Following this change, the RPC settings are provided by default at the time of
installation or upgrade:
When performing a fresh installation, the Private-RPC-Socket, ApprovalRPC-Socket, and Plugin-Loopback-RPC-Socket entries are created and set to
390680.
If Private-RPC-Socket, Approval-RPC-Socket, and Plugin-LoopbackRPC-Socket values are already defined in the existing setup, they are not
changed.
Chapter 2
29
WARNING
If Plugin-Loopback-RPC-Socket is not defined, the approval server attempts to
use Approval-RPC-Socket to run the Visualizer sub-plugin. Therefore, if
Approval-RPC-Socket is missing from ar.cfg (or ar.conf), the Preview feature
will not work.
30
4 To generate a log of the approval server activity, check Approval Debug Mode.
5 In the Log File Name field, type the full path to the debug log file.
The Definition Check Interval is the number of seconds after which the approval
server checks for changes to process definitions.
7 To cause the approval server to use a dedicated private queue when it makes calls
to the AR System server, enter an RPC port number in the Private AR Server RPC
Socket field.
Choose an available RPC port number from the valid ranges. See Private queues
for loopback calls on page 28.
Leave this field empty if your approval server implementation does not use a
dedicated queue for loopback calls to the AR System server.
8 To cause the approval server to use the plug-in loopback RPC socket for loopback
calls, as required for the preview feature, enter the loopback queue RPC port
number in the Plugin Loopback RPC Socket field. Use an RPC port number from
the ranges given in step 7.
Leave this field empty if your Plug-in server does not use a dedicated loopback
RPC port. See Plugin Loopback RPC Socket on page 28.
9 Specify the Due-Soon Interval in Hours or Days for approval requests to be
NOTE
Activating events on this form does not guarantee that this event will generate a
notification or escalation. However, if you do not activate an event on this form, all
other notification and escalation settings are ignored for that event.
Chapter 2
31
EnabledSelect Enabled for each event type that you want to send a
notification.
32
Configuring previews
Configuring previews
The AP:PreviewInfo form allows requesters and approvers to get a list of the
completed and remaining approvals for any request. This is referred to as
previewing approvals.
To allow users to preview approval responses, you must perform the following
configuration actions:
Configure the AR System server and the approval server to use a Plug-in
Loopback RPC socket. See Configuring settings on the Basic tab on page 30.
Configure the approval process to generate a preview at the required time. See
Creating a process on page 98.
Design a form that will query the AP:PreviewInfo form. See Adding previews
to your approval application on page 168.
On the AR System Server Administration Console > System > General > Server
Information page:
On the Ports and Queues tab, check whether a private RPC private port has
been defined for the approval server. The values of Min Threads and Max
Threads for this port should be greater than one.
Also check whether the same port is used in the approval Plugin Loopback
RPC Socket setting on the AP:Admin-ServerSettings form. See Configuring
settings on the Basic tab on page 30.
NOTE
The suite installer defines the RPC port and sets the same in the approval Plugin
Loopback RPC Socket automatically. Confirm that these settings exist, and define
them if they do not.
Chapter 2
33
On the Basic tab of the AP:Process Definition form, select a value from the
Generate Preview list.
On the General Settings page of the BMC Remedy Mid Tier Configuration Tool:
Set the Data Visualization Module Server to the server where the Visualizer
plug-in is installed.
NOTE
You must have Flash version 9.x or later installed on the machine.
The flowchart view is backward compatible with mid tier 7.1.00 and 7.0.01. You
can use any version of BMC Remedy User to see the flowchart view for an
approval request, or view it through a browser.
NOTE
The Data Visualization Field cannot be seen using Firefox 2.0.0.11 on Mac 10.4.11;
this is an issue with the browser.
34
Chapter
Approval Central is the primary console for the users of BMC Remedy Approval
Server (approval server).
This section describes how approvers use Approval Central to process approval
requests, how approvers and process administrators specify alternate approvers,
and how process administrators carry out approval overrides.
The following topics are provided:
Chapter 3
35
Approval Central
Approval Central is designed for process administrators and approvers, and can
be used to perform the following activities:
36
where hostName is the name of the web server where BMC Remedy Mid Tier is
running, and serverName is the name of the AR System server where the approval
server is running. Ask your AR System administrator for the exact URL.
2 In the BMC Remedy Mid Tier login window, enter your user name and password,
The object list appears, showing the objects that you have access to. This list might
include the Approval Central entry point and the Approval Central form.
3 Select the Approval Central form, and click New or Search.
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37
If you need more information, you can enter a question or comment for the
approval server to route to the requester or other individual (a More
Information request).
If the request appears unacceptable, you can reject it. Rejection usually ends the
process for this request, unless rules are in place that require further processing.
See Get Authority and Get Authority Regular rules on page 91, and
Signature Accumulator and Statistical Override rules on page 88.
If you are not the appropriate person to approve the request, you can reassign it.
Acting As = MySelf
User = yourARSystemUserID
Using this query, AR System searches for requests that are awaiting your action. If
any requests are found, they appear in the Pending Approvals table.
The Approval Tasks section provides more predefined searches. You can also use
the Search My Approvals link in the Action Menu section to open the Approval
Search section in the right pane. Specify your search criteria in this section, and
click the Search button to display a set of requests in the Approval Search Result
table.
38
For example, you can retrieve a list of only those requests pertaining to a particular
application, requests made by a specific requester, requests that are already
approved or rejected, or requests directed to another approver, for whom you are
designated as an alternate. For more information, see Approval Central on
page 255.
The following procedure is an example of how to retrieve a list of requests
pertaining to a particular application.
The Approval Search Result table then displays all requests that belong to the
AP-Sample2:Get Agreement sample application for the current user.
For information about how to add an application to the Application field, see
Connecting an application to the approval server on page 152.
If you click Reassign, and the related approval processes are enabled for
reassignment, the AP:Reassign dialog box appears.
5 If necessary, enter the name of the person to whom you want to reassign the
Chapter 3
39
WARNING
No undo option exists when you respond to a request. After you respond to a
request, you do not have any opportunity to change your mind.
If you click Approve and other approvers are required, AR System routes the
requests to the respective next approvers. If you click Approve and no further
approvers are required, the request statuses change to Approved, and the
approval process is done. If you click Reject, the request statuses change to
Rejected, and the approval process is done. If you click Hold, the request statuses
change to Hold until any further action is performed on them.
If you provide an incorrect password, the error Authentication failed.
Please enter your valid AR System password. (ARERR 45490) appears,
and no action is performed on the selected requests.
Currently, this feature is associated only with the Reject action. If an approver
enters a justification and clicks any other action button, the request status changes
as appropriate, but the text is not stored at any location.
The mandate for providing a justification is configurable at the process level.
Process administrators can use the Rejection Justification area on the
Configuration tab of AP:Process Definition to specify:
If justification is required, but the approver does not enter any text in the
Justification For Action field on Approval Central before clicking Reject, the
AP:Rejection Justification dialog box appears. The following events could occur:
The Reject action is cancelled, the request remains in the Pending state, and no
log entry is created.
If the approver clicks OK without entering some text in the Justification field, the
following message is displayed:
Please enter appropriate rejection justification. (ARNOTE 46409)
40
If the approver provides some text and clicks OK, the request is rejected. The text
is saved in AP:Question-Comment-Info as a comment of the Justification type.
The justification also appears in the Activity Log.
Add a Character field of unrestricted length (to accept more than 255 characters)
on the three-way join form for an approver to enter the comment.
Provide the workflow to push the comment onto AP:Signature after the
approver clicks Reject.
If the process mandates a rejection justification, and the approver sets Approval
Status to Rejected and saves the request without providing a justification, the
Reject action fails. The following error is written to the approval log:
The processName process requires a rejection justification, which
the approver failed to provide.
See Creating the join forms on page 153 and Appendix D, Approval forms.
For general information about join forms, see the Form and Application Objects
Guide, Join forms, page 148.
and click its Source ID link in the Approval Request Summary section.
The appropriate request form opens (for example, AP-Sample2:Get Agreement).
Chapter 3
41
The appropriate three-way join form opens (for example, AP-Sample2:Issue Detail
Signat).
Figure 3-2: Setting the Approval Status field
4 Click the drop-down arrow on the Approval Status field, and choose Approve, as
next step.
If a password is required and you do not enter your password, or if you enter the
wrong password, AR System returns the following error:
Authentication failed. Please enter your valid AR System password.
(ARERR 45490)
NOTE
The AR System administrator must configure the password field to appear on the
three-way join form when it is required. See Show the password field in the detail
view on page 167.
6 Click Save.
42
You can use the same procedure to reject or hold a request by setting the Approval
Status to Rejected or Hold.
For information about how to configure an approval process to require a
password, see Creating a process on page 98.
When you return to Approval Central and refresh the search, this request is
removed from the table of pending requests.
WARNING
Once you respond to a request, you cannot undo or change your response.
NOTE
If the approval process includes rules that specify the next approver, the process
rules supersede any changes you make in the detail-signature view.
Specifying the next approver is not the same as reassigning an approval request.
The option to specify the next approver also requires you to approve or reject the
request. For information about reassigning requests, see Reassigning approval
requests on page 45.
and click its Source ID link in the Approval Request Summary section.
The relevant request form appears.
3 Click the Show Signatures button.
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43
4 In the Next Approver field, enter the names of the next approvers.
You must enter one or more AR System login IDs. To specify multiple approvers,
separate each name with a semicolon (;).
5 If you specify multiple approvers, determine the appropriate option for the If
One Must SignA single signature entry is created for all approvers. Only one
of those approvers needs to take action.
All Must SignSeparate signature entries are created for all approvers. Each
approver must take action for the request to proceed further.
NOTE
In an Ad Hoc approval process, if you do not complete the If Multiple Approvers
field, AR System requires all additional approvers to sign the request.
6 In the Approval Status field, select Approved.
7 Click Save.
Figure 3-3 on page 44 illustrates an example of this procedure. In this example, the
approver Jack Miller has approved the request, added two additional approvers,
and specified that both must approve the request separately.
44
and click its Source ID link in the Approval Request Summary section.
3 In the request form, Click the Show Signatures button.
4 In the Reassign To field on the three-way join form, enter the name of the approver
The Questions and Comments features that make it easier to work with More
Information Requests. For more information, see AP:Show-Detail on page 271.
Chapter 3
45
and click its Source ID link in the Approval Request Summary section.
3 On the application request form that appears, click the Show Signatures button.
4 On the relevant detail form that appears, click Manage More Information.
NOTE
The Manage More Information control is not provided out-of-the-box with the
approval server; it is only included in the sample applications. To use this control
with a customized application, you must add it to the relevant three-way join form.
5 On the AP:Dtl-Sig-MoreInfoDialog form, click New Record to create a More
Information request.
6 On the AP:More Information form, specify values in the various fields as follows:
a In the To field, enter the name of the person from whom you want more
information.
This can be the original requester or any other person, but it must be that
persons exact AR System login ID.
b In the Question field, enter a description of the information you need.
Figure 3-4: Creating a More Information request
46
c Click Save.
The More Information form closes, and the pending More Information request
appears temporarily in the More Information Requests table on the AP:Dtl-SigMoreInfoDialog form.
d Click Close.
AR System forwards the request to the person from whom you requested more
information. The original approval request is removed from your list of pending
approval requests in Approval Central until the recipient has responded to the
More Information request.
requests that are awaiting your attention; select a request to view its details.
4 In the Approval Request Summary section, click Response.
The AP:More Information form opens in Modify mode, and More Information
requests directed to you are listed in the results table included on the form.
5 Select the request you want to respond to from the results list.
The details area of the form changes to show details of the selected More
Information request.
6 Type your answer in the Response field, and click Save.
NOTE
By default, the Public group does not have change permission to the Response field
of the AP:More Information form. The AR System administrator must set the
correct permissions on this field to allow the appropriate groups to respond to
More Information requests.
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47
Details.
3 On the AP:Show-Detail form, open the Activity Log tab.
4 Click the row pertaining to your Question or Comment.
The response is visible in the appropriate field of the Activity Log Details section.
You can access More Information requests that you have submitted by finding the
related approval request in Approval Central, and clicking the Manage More
Information button in the details view to access the related More Information
request.
NOTE
The Manage More Information control is not provided out-of-the-box with the
approval server; it is only included in the sample applications. To use this control
with a customized application, you must add it to the relevant three-way join form.
48
click Search.
The Approval Search Result table displays the requests for which the status is
More Information.
4 In the Approval Search Result table, select a request and click View Details.
5 On the AP:Show-Detail form, open the Activity Log tab.
6 Click the row pertaining to your Question or Comment.
A list of the More Information requests you have sent appears in the results list
area. This includes both pending and completed More Information requests.
3 Select a request from the results list.
The details of the request appear in the details area of the window, as shown in
Figure 3-6.
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49
NOTE
If your alternate designates an alternate, authority to sign your approvals is not
passed on. Only the specific person you designate can act as your alternate.
50
Use the procedure in this section to create an alternate approver for yourself. If you
want multiple alternates, repeat this procedure for each alternate, as shown in
Figure 3-7.
Figure 3-7: Creating an alternate approver
as your alternate.
4 Use the Start Date and End Date fields to specify the time frame in which you want
AllTo authorize the alternate to approve all processes for which you have
signature authority.
6 In the Notify Alternate field, select Yes to send notifications to the alternate for
NOTE
A time lapse of up to 60 minutes past the defined End Date might occur before an
alternate loses the alternate privileges. For performance reasons, this interval is set
to 60 minutes in the approval server.
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51
The results list appears, containing a list of your past, current, and cancelled
alternates.
4 To see details, select the record you want to view; the record details appear in the
details pane.
5 Modify the fields you want to change.
6 If you want to cancel this approver, select Cancelled from the Status field.
7 Click Save to save your changes, or Close to close the record without any changes.
NOTE
Your administrator might need to modify the permissions on the fields in the
AP:Alternate form to allow submitters to make changes to requests in the form.
52
In the User field, type the AR System user name of the person for whom you are
acting as the alternate.
Click Search.
The resulting requests are those on which you can act as an alternate approver, not
those that are directly assigned to you.
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53
on page 50.
3 In the For field, replace your user name with the AR System user name of the
Performing overrides
The override capability of the approval server allows a process administrator to
move an approval process forward when the normal approver has not responded.
An override is useful in an unexpected situation, such as when the normal
approver is unavailable but did not designate an alternate.
A single-signature override closes one approver signature, similar to acting as an
alternate approver for one signature line, and allows the approval request to
continue within the regular process. In this case, an override rejection terminates
the request just as if the normal approver had rejected it. An override approval
moves the request forward just as if the normal approver had approved it. If more
approvers exist, the request is routed to them.
A global override closes all open signatures, stops routing the request, and
terminates the approval process for that request. The global override is useful for
unusual situations, such as ending an approval process for a request that is no
longer necessary.
A process administrator can assign override-only authority to any user without
granting other approval process administrator privileges. For more information,
see Configuring process administrator capabilities on page 26.
54
Performing overrides
In the User field, enter the AR System user name of the user whose pending
approvals you want to access.
Click Search.
The Approval Search Result table displays all pending requests for the specified
user. You can now approve or reject these requests with override authority.
Click Search.
The Approval Search Result table displays all pending requests for the application
selected. You can now approve or reject these requests with override authority.
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55
56
Chapter
Chapter 4
57
NOTE
The Questions, Comments with attachments, Notes, and Multi-process preview
features are available out-of-the-box with this sample application. For more
information, see AP:Show-Detail on page 271.
58
running.
NOTE
In this sample application, the Get Agreement form is the application request form.
Figure 4-1: The Get Agreement form in New mode
59
Since this is an Ad Hoc process, you must enter at least one approver. In case of
multiple approvers, separate the names with semicolons.
6 Click Save to save the request and begin the approval process.
By default, the Pending Approvals table shows requests with the Pending, Hold,
or More Information status for the current user. Because Jack Miller was included
in the list of approvers, the I need a new computer request appears in the table.
Figure 4-2: Pending requests for Jack Miller on Approval Central
After approving, Franks request no longer appears in the list of pending Get
Agreement approvals for Jack Miller.
60
NOTE
The process specifies whether or not a request can be reassigned.
Central.
2 From the Pending Approvals table, select the request I need a new computer.
3 In the Approval Request Summary section, click the Reassign button.
4 If prompted, enter your AR System password.
Figure 4-3: Violet Anderson reassigns Frank Williams request to Sue Smith
5 In the AP:Reassign dialog box, type Sue Smith, and click OK.
6 After returning to Approval Central, click Search to refresh the list of pending
approval requests.
The reassigned request disappears from the Approval Requests table.
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61
Central.
2 Select the I need a new computer request from the Approval Requests table, and
62
NOTE
Larry could approve or reject the approval request without waiting for Violets
response to the More Information request. If he does so, Larrys More Information
request will be closed when Franks approval request is done (all approvers have
responded), regardless of whether Violet has seen the More Information request.
Central.
2 In the Approval Tasks panel, click the Needs Attention link.
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63
NOTE
To save an entry in the Response field of AP:More Information, the user must be a
member of a group with Change permission to the field. The AR System
administrator might need to set the appropriate group-based permissions on the
Response field. For information about changing field permissions, see the Form
and Application Objects Guide, Field permissions, page 32.
64
Central.
2 Select the approval request for which you sent a More Information request, and
NOTE
Until the recipient responds to the More Information request, the Approval Status
of the associated approval request is More Information, rather than Pending. If you
do not see the approval request you are looking for in the approval requests table
on Approval Central, click the Search My Approvals link in the Action Menu panel
and search for More Information requests.
3 On AP:Show-Detail, open the Activity Log tab.
4 In the activity log table, select the appropriate entry.
If your question has been answered, the answer will appear in the Response field
in the Activity Log Details panel.
Figure 4-6: Larry Goldstein views Violet Andersons response to his question
TIP
Optionally, to see the response in the AP:More Information form, click Needs
Attention on Approval Central, select the appropriate request, and click View.
Chapter 4
65
request.
Step 2 Log in to AR System as Jack Miller, and approve the I need a new computer
request.
The current status of the approval request appears in the Status field. If all three
approvers have approved the request for a new computer, the status of the request
(in the detail area of the window) is now Approved. If any of the approvers have
not responded to the approval request, the status of the request remains Pending.
66
Figure 4-7: Franks approval request in the Get Agreement application request form
Chapter 4
67
Figure 4-8: Viewing the status for each approver in the Get Agreement application
4 To determine which approver is associated with each status, select an entry from
68
Chapter
Introduction to approval
forms, processes, and rules
This section introduces the concepts that process administrators must understand
to configure and maintain approval processes for BMC Remedy Approval Server
(approval server).
The following topics are provided:
Chapter 5
69
You can also use approval server logging to record data about all requests and
responses, as well as to track the approval server configuration changes made by
the process administrator or AR System administrator. For information about how
to turn on approval server logging, see Configuring server settings on page 27.
Approval Central
See Approval Central on page 36.
Detail form
All data about an approval request are stored in the AP:Detail form. You can use
this form to determine the status of a request, and to see a history of activity on the
request for any approval process.
70
Signature form
All data about signatures associated with an approval request is stored in the
AP:Signature form. Administrators can use this form to review the responses to a
request.
NOTE
Modify signatures only through Approval Central.
Detail-Signature form
The AP:Detail-Signature join form joins data from the AP:Detail and AP:Signature
forms. You link this form to your applications approval request form to create a
three-way join form when you add approvals to your application.
NOTE
If you change the status of a request from an applications three-way join form, the
change is not reflected immediately on Approval Central. Users must click on any
link on Approval Central or refresh the page to see the change. To make such a
change visible automatically, application developers must provide workflow that
sends the refresh event to the Approval Central form on the Modify or Close event
of the three-way join form. Without such workflow, the Approval Central form
cannot know about changes to a request, because the status change activity does
not occur on the form.
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Approval processes
An approval process is the routing of an approval request through a defined series
of steps until the process is done. The approval process requires signatures and is
governed by the approval server rules and behavior. You can use the approval
server to automate any business process, and you can customize the process to
implement the operational guidelines of your organization. By using the approval
server, you can make sure that any process follows well-defined rules, that the
right people are notified and the proper signatures are obtained, and that you can
provide an audit trail of requests and the decisions made by approvers.
72
An approval process defines the routing of any item that requires signatures. An
approval process can consist of many operations, transitions, and decision
points, each contributing toward a defined destination. The approval process
ensures that all the necessary steps take place to implement a business operation
that requires signatures or approvals, such as approving new hires or signing
purchase orders. In each case, the overall process is the same each time it is
performed.
Approval processes
The approval server provides four types of processes. See Approval process
types on page 75.
Approval rules augment the standard behavior of the approval server, and
govern how an approval request is handled at various stages of the approval
process. You use rules to retrieve and save approval data and to make decisions
during the process, such as who the next approver is, whether more signatures
are needed, and whether the routing process is complete.
The approval server provides 13 types of approval rules. See Approval server
rules on page 82.
Requester
Requester
1
Self Check
Another
Approver
Requester
not approved
More Information
Request (optional)
Requester
approved
Yes
No
Process
Done
Approver
Response
Next
Approver
More
approvers?
Someone
Entirely
Arbitrary
Approval
Cycle
4
Completion
Check
Approved
Rejected
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73
Stage 1, Self CheckIf the process includes either Auto Approval or Self
Approval rules, the approval server immediately performs them to determine
whether the requester has sufficient authority to approve his or her own request.
If so, the approval process is done and the approved workflow is returned to the
requester.
NOTE
The difference between complete and done is important. When a request is
complete, it has been routed to all approvers. Even when routing is complete, all
required approvers have not necessarily responded. The request is done when all
required approvers have approved or rejected the request.
74
Approval processes
Parent-Child process
The Parent-Child process type uses the relationships between requesters and
approvers, and between approvers and other approvers, in conjunction with a Get
Next Approver rule, to determine the routing of an approval request. You define
these relationships in a signature authority form.
The Management Cost Authorization process in the Lunch Scheduler sample
application is an example of a Parent-Child rule. It uses the Manager Login Name
field on the AP-Sample:Signature Authority form to define the parent login
name of each sample user.
In a process where each approver has a defined relationship to the next approver,
such as employee to manager and manager to director, the most appropriate
process type is usually Parent-Child. In this type of process, the approval request
is routed up an approval hierarchy from the child (requester or previous
approver with lower authority) to the parent (approver with higher authority).
A manager-employee relationship is often the hierarchy represented with a
Parent-Child approval process.
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75
76
A Parent-Child process requires a Get Next Approver rule that defines how to
find the next approver. This rule must include the name of the field containing
the identity of the parent and must return the Approver List, which is a string of
individuals or roles. See Defining Get Next Approver rules on page 121.
When it generates the first Approver List for a Parent-Child process, the
approval server assumes that the previous approver is the originator of the
approval request (the requester). This means that the parent of the requester
becomes the first approver.
Approval processes
Level process
The Level process type uses a hierarchical set of organizational levels, in
conjunction with a Get Next Approver rule, to determine the routing of an
approval request. The process administrator defines the organizational levels and
their members in a signature authority form.
The Major Account Level Approval process in the Lunch Scheduler sample
application is an example of a Level process. It uses the Account Approval Level
field of the AP-Sample:Signature Authority form to define organizational levels
and the sample users who belong to them.
If anyone in a certain organizational position, such as a job level, can approve a
request, the Level process type is often the best fit. In a Level process, the approval
server delivers the request to all approvers in the next level. When the defined
number of approvers in any level have approved the request, the approval server
routes the request to the next level.
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77
A Level process requires a Get Next Approver rule that defines how to find the
next approver. This rule must identify the name of the field containing the level
identifier, and must return two values: a level indicator, and a string of
individuals or roles. See Defining Get Next Approver rules on page 121.
Ad Hoc process
In an Ad Hoc process, no Get Next Approver rule is used, and the process
administrator does not define approver or organizational relationships. Instead,
the requester and the approvers designate the next approver or a set of approvers
while working with the request. The requester enters at least one approver when
creating the request. Approvers can add additional approvers when they respond
to the request.
The Issue Approval process in the Get Agreement sample application is an
example of an Ad Hoc process.
Figure 5-4: Routing two requests in the same Ad Hoc process
NOTE
An Ad Hoc process is not the same as an ad hoc override. Ad hoc overrides allow
specific approvers to alter a predetermined routing. An Ad Hoc process includes
no predetermined routing. See Get next approver manually on page 86.
78
Approval processes
When entering approvers, users must enter the exact AR System login ID of the
next approver. To prevent typographical errors and allow the user to select from a
list, the AR System administrator should construct field menus containing the
appropriate approvers for an Ad Hoc process. See the Form and Application
Objects Guide, Creating menus, page 299.
Rule-Based process
The Parent-Child, Level, and Ad Hoc process types are partially preconfigured
and, therefore, are relatively simple to implement. A Rule-Based process is similar
to a Parent-Child process, except that a Rule-Based process relies on rules that you
create to define the relationships between approvers. This option enables you to
define a routing method that allows more complexity than predefined
relationships. However, a Rule-Based process requires more thought and work to
implement.
The Special Overdue Approval process in the Lunch Scheduler sample application
is an example of a Rule-Based process.
Routing method
Parent-Child
Level
Ad Hoc
Rule-Based
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79
One Must SignThe approval server creates a single signature entry for all the
relevant approvers. Only one of the approvers needs to take action.
All Must SignThe approval server creates a separate signature entry for each
approver. All approvers must take action for the request to proceed further.
Applications can override the Process Due interval by directly passing the desired
Process Due Date as a parameter of the New-Details command. For more
information, see New-Details on page 187.
The action dates for processes and signatures are stored in the following fields:
NOTE
Using Enable Preview to determine the action date might increase the processing
time for a new request due to the steps required to retrieve the list of future
approvers.
When working with notifications and escalations, make sure that the appropriate
notification and escalation types on AP:Admin-ServerSettings are enabled.
80
Approval processes
This value is then compared with the one specified in the Signature Due field, and
the minimum of the two is considered.
effectiveSigntaureDue = MIN (Signature Due, signatureDue)
If no value is entered in the Signature Due field, the derived signatureDue is used
for further computation.
The action date for a signature is calculated as follows:
Action Date = MIN (effectiveSignatureDue,
Automatic Action interval-Buffer Period,
Escalation interval-Buffer Period)
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81
Get Next
Approver
Parameterized
Get Next
Approver
Ad hoc?
No
Yes
Invalid
Requester
Validate
Approver?
Valid
Submit Request
Signature
line error
Approver
Response
1
Auto Approval?
No
(Wait for)
Correction
Get
Authority
Yes
Yes
Signature
Accumulator
Get
Authority
Self
No
More
approvers?
Approval
Cycle
Self
approval?
5
Process
Done
Yes
Rejected
Statistical
Override
Yes
No
No
Approved
Outstanding
signatures?
Get Authority
Yes
4
No
Get Authority
Regular
Completion
Self Check stageRules that test for automatic approval and self
approval
The approval server uses the Self Check stage of an approval process to prevent
unnecessary routing. Rule types that you can use in the Self Check stage include:
82
Auto Approval
Self Approval
The Auto Approval and Self Approval rule types use different methods to
determine whether the requester has sufficient authority to approve his or her own
request. The Get Authority and Get Authority Self rules gather data to be used by
the Self Approval rule.
Figure 5-6: Details of Self Check stage rules
Submit Request
Requester
1
Auto Approval?
Yes
No
Next
Approver
Approval
Cycle
Get
Authority
Self
Self
Approval?
Process
Done
Get
Authority
No
Yes
83
NOTE
A third type of get authority rule, called Get Authority Regular, is performed only
during completion processing. See Get Authority and Get Authority Regular
rules on page 91.
84
Validate Approver
Level Get Next Level, in the Major Account Level Approval process (a Level
process)
Overdue Assign Approvers, in the Special Overdue Approval process (a RuleBased process)
To create a Get Next Approver rule, see Defining Get Next Approver rules on
page 121.
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85
A Parameterized Get Next Approver rule, which works together with the
preview feature and an application command to pass run-time variables to the
approval server.
When the process allows users to add approvers, use a Validate Approver rule to
verify the added approver against a list of valid approvers.
Run-time variables can be part of the qualification and Set Fields operations.
Approvers can be added to any level, not just the next level.
After any Get Next Approver rules are executed, the server executes all
Parameterized Get Next Approver rules. If a Parameterized Get Next Approver
rule exists, but the current record does not have any parameters, the rule is
skipped.
To create a Parameterized Get Next Approver rule, see Defining Parameterized
Get Next Approver rules on page 126.
86
Figure 5-7 illustrates how rules and ad hoc approver entries are used in the Next
Approver stage of an approval process.
Figure 5-7: Get Next Approver rules
Prep. Get
Next Approver
Get Next
Approver
Parameterized
Get Next
Approver
Ad hoc?
No
Yes
Invalid
Validate
Approver?
Submit Request
Valid
Requester
Self Check
Not
approved
Signature
line error
(Wait for)
Correction
Approved
Approver
Response
Yes
Approved
More
approvers?
Approval
Cycle
No
Process
Done
Completion
Check
Rejected
NOTE
Process administrators should set up notifications to indicate when an erroneous
ad hoc selection is waiting for correction.
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87
The approval server sets the signature value automatically, depending on the
approvers response. You do not have to define a rule to implement this behavior.
By default, the approvers response determines whether the request passes into the
Completion Check stage, or remains in the Approver Response stage.
You can override the default behavior of the approval server in this stage. To do
so, you use the following rule types:
Signature Accumulator
Statistical Override
88
Rejecting requests
Ad Hoc
Rule-Based
Chapter 5
89
WARNING
If you define Statistical Override rules, you must also define a rule to approve or
reject the process if no pending signatures exist. If a rule is not defined to handle
this condition, the approval server considers this as an error condition.
Figure 5-8 illustrates how the approval server uses both types of statistical
decision-making rules in the Approver Response stage.
Figure 5-8: Statistical decision-making rules in Approver Response stage
Approver
Response
(Approval/
Rejection/
Cancellation)
Stat
Override
Rules?
No
Default
Logic
Yes
Signature
Accumulator
Statistical
Rules
Statistical
Override
Preempt?
No
Yes
No
Approve?
Yes
No
Cancel Active
Signatures
Reject
More
Signatures?
Error
Yes
Default
Logic
Statistical Override rules evaluate the data gathered for the active signature record
by a Signature Accumulator rule or by the approval server. If the Statistical
Override rules can be based solely on the statistical data that the approval server
gathers by default, you do not need to define a Signature Accumulator rule.
The following statistical data is available by default:
90
Total Signatures
Total Approved
Total Rejected
Total Pending
Total Hold
Total Canceled
Total Closed
Total Error
Get Authority
Completion rule
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91
Completion rules
Completion rules test whether sufficient authorization exists to stop routing an
approval request. A process is complete when the approval server has routed the
request to all required approvers even if they have not yet all responded.
No CompletionIf the Completion rule condition is not met, the Get Next
Approver rules are performed and the request is routed to the next approver. If
no new approvers are found by the Get Next Approver rules, the approval
server checks the Approval Success field of the Process Definition form.
If this field is set to No More Approvers, the process is done with a status of
Approved.
If the Approval Success field is set to Completion Rule, the process is done
with an error state, because no more approvers exist and no Completion rule
has succeeded.
92
Requester
Requester
not approved
Self Check
Next
Approver
Requester
approved
Approver
Response
Yes
No
Signature
Accumulator
More
approvers?
Approval
Cycle
No
Process
Done
Rejected
Statistical
Override?
Completion
Approved
Yes
No
Outstanding
signatures?
Yes
Get Authority
Get Authority
Regular
Chained processes
You can initiate a new approval process automatically when the first process is
done. For example, if a manager approves a new computer purchase, the IT
department can start another chained approval process that determines the exact
model of computer to buy. For a description of chained processes in the Lunch
Scheduler application, see Chaining approval processes on page 147.
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93
Approver fields
This section describes how the approval server manages the sizes of approver
fields and a utility that is used for this purpose.
Field name
Form name
12401
Member List
AP:Role
13203
Original Approvers
Next Approvers
13205
Approvers
13207
AP:Signature
AP:PreviewSignatures
AP:Signature
AP:PreviewSignatures
AP:Signature
AP:PreviewSignatures
AP:PreviewInfo
14511
GNA Approvers
AP:Signature
14512
PGNA Approvers
AP:Signature
You can increase the length of these fields to the maximum limit permitted by the
database (VARCHAR limit) by manually executing an approval server utility. See The
apchgschema utility on page 95.
In release 7.5.00 or earlier, the approval server only checks the size of the
Approvers field at startup, and enforces this length as the maximum limit for
approver names. If the default limits are insufficient, you need to increase the field
lengths manually.
Table 5-4: VARCHAR limits for special fields on supported databases
Database
VARCHAR limit
IBM
4000
IBM
DB2
Informix
255
8000
Note: Even though the VARCHAR limit on SQL Server is 8000
94
Oracle
4000
Sybase
255
Approver fields
To use longer approver names with previews, make the following changes:
For regular previews, increase the length of the Approvers and Original
Approvers fields on AP:PreviewSignatures.
WindowsapprovalServerInstallDir\bin\apchgschema.bat
UNIXapprovalServerInstallDir/bin/apchgschema.sh
Administrators can run this utility to set the length of approver fields on certain
forms to the maximum limit allowed by the database. Table 5-3 on page 94 lists the
forms and their approver fields that are affected.
The syntax for apchgschema is as follows:
apchgschema -s serverName -u userName [-p userPassword]
[-portnum tcpPortNumber] -i ARSystemInstallDir
[-l absoluteLogFilePath]
Table 5-5 describes the parameters that administrators need to supply when
running the apchgschema utility.
Table 5-5: Parameters for the apchgschema utility
Parameter Description
-s
-u
-p
-portnum Optional; TCP port number of the server being logged into.
This parameter is required if the AR System server is configured to listen on
a particular TCP port.
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95
-l
WindowsARSystemInstallationDir\Arserver\Db
UNIXARSystemInstallationDir/db
NOTE
The apchgschema utility increases the lengths of the approver fields provided that
the current lengths are not already set to the maximum VARCHAR limit, or to
unrestricted or 0 (zero).
In case of the Member List field, if the maximum length supported by the database
is less than 512 characters, the current field length is not modified. This ensures
that the corresponding data remains intact.
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Chapter
97
ViewOpens the AP:Process Definition form for the selected rule in Modify
mode. You must select a process from the list to use this button. Use this option
to view and modify existing processes.
CreateOpens the AP:Process Definition form in New mode. Use this option to
create a new process.
DeleteDeletes the selected process. You must select a process from the list to
use this button.
RefreshRefreshes the current list of processes. Use this button to refresh the
list, for example, after adding a new process.
Creating a process
To create a new process, click Create on the Process tab of the AP:Administration
form. This opens the AP:Process Definition form in New mode.
For more information, see AP:Process Definition on page 231.
AP:Process Definition contains the following tabs:
BasicUse this tab to define basic information about the process, including the
process name and type, the associated form, and approval success criteria.
98
The mandate for rejection justification and the application forms field on
which to push an approvers input
Creating a process
More Info EscalationsUse this tab to schedule notifications for requests in the
More Information state.
Administrative InfoThe fields on this tab contain the change history and help
text (if any) for the process. Use the Help Text field to document the process.
In most cases, you need only one process for your approval request, but it is
possible to create multiple processes. For an example of an application that uses
three separate approval processes, see the Sample Lunch Scheduler form that is
described in Sample process descriptions on page 146.
NOTE
Before you can create a process, the approval request form that you link your
process to must exist on the AR System server, and must appear in the list of forms
on the Form tab of AP:Administration. To link the approval request form for your
application to the approval server, see Adding the approval request form to
AP:Administration on page 157.
To create a process
1 Open the AP:Administration form.
mode.
3 In the Basic tab, specify appropriate values in the various fields.
Figure 6-1 on page 100 depicts the basic process definition for the sample
Management Cost Authorization process.
99
100
Creating a process
NOTE
The Process Due interval is required as a minimum for the action date feature.
If this field is left blank, no action date is associated with the process or its
corresponding requests.
4 Enter a number in the Signature Due field, and select what this number represents
when calculating the Signature Due date. Select No if you want if you want to use
the value in the Signature Due field only.
7 Click Save.
Besides these process intervals, you also need to specify certain values in the
Signature Escalation tabs and on AP:Notification and AP:Admin-ServerSettings.
on page 98.
2 On the Basic tab, select a process from the list and click View.
NOTE
If you do not enter parameters for either urgent or low priority notifications, the
parameters you enter for normal priority are used. You can use the urgent or low
priority sections to enter only parameters that are different than those you set for
normal priority.
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101
4 Select or enter the names of the business calendar and the holiday calendar you
changed, and select what this number represents from the Unit list.
For example, if you want the state to change two days after the approval request
enters a certain state, enter 2 in the After Interval field, and select Days from
the Unit list.
b In the Change State field, use the drop-down list to select the state that you want
notification sent, and select what this number represents from the Unit list.
b If you want a second notification sent, enter a number in the Repeat Interval
field and select what this number represents from the Unit list.
This reflects on Approval Central > Past Due requests > Action Date column. For
more information, see Approval Central on page 255.
7 If you want to send notifications when the approval request remains in a certain
state (Pending, Error, Hold, or More Information) too long, specify the
Notification: Still in State parameters:
a Enter a number in the First Interval field for the desired state to indicate when
you want the first notification sent, and select what this number represents from
the Unit list.
b If you want a second notification sent, enter a number in the appropriate Repeat
Interval field and select what this number represents from the Unit list.
102
on page 98.
2 Click the More Info Escalations tab.
3 Select or enter the names of the business calendar and the holiday calendar you
want to use for More Information Escalation notifications. These names must
match existing schedule names from the Business Time Workdays or Business
Time Holidays forms. For information about setting up business times, see the
Configuration Guide, Using Business Time in the AR System server, page 215.
4 If you want to send notifications when a signature line has been outstanding (in
any state) for too long, specify the Notifications: Still Outstanding parameters:
a Enter a number in the First Interval field to indicate when you want the first
notification sent, and select what this number represents for the Unit list.
For example, if you want the first notification sent two days after the approval
request enters the More Information state, enter a 2 in the First Interval field
and select Days from the Unit list.
b If you want a second notification, enter a number in the Repeat Interval field and
To modify a process
1 Open the AP:Administration form. See Using the approval server Administration
Chapter 6
103
The Process Definition form opens in Modify mode, displaying the entry for the
selected process.
4 Modify the appropriate process fields as needed. See Creating a process on
Deleting processes
This section describes how to delete an existing process.
NOTE
The delete operation is permanent and cannot be undone. When you delete a
process, all of its associated rules are deactivated.
To delete a process
1 Open the AP:Administration form and click the Process tab.
2 Click Refresh to populate the list of processes.
3 Select the process you want to delete.
4 Click Delete.
5 Click Yes when prompted to confirm the deletion.
NOTE
If you need to rename a process or approval form, you must also edit any related
workflow, such as the filter that starts the process, to correct the process name.
104
down menu.
If you are renaming an approval process, a list of the existing processes appears
by name. Select the process name. AR System supplies the process GUID. Click
the GUID to select the process.
If you are renaming a form, a list of all forms on the AR System server appears.
Select the approval form to be renamed.
5 Type the new process or form name in the field labeled Enter new process name
All RequestsThis option updates both currently active and completed detail
and signature records. This option takes more time but will make sure that all
detail records reference the new name.
Only Active RequestsThis option updates only the currently active detail and
signature records.
7 To change the name of the process or object as well as the related requests, make
Chapter 6
105
Defining roles
The approval server can route a request to a role instead of an individual. When
you use a role, the request is routed to all members of the role. You specify whether
one member of the role can approve a request or whether all members must
approve it.
The Overdue Oversight role is an example of the use of roles in the Lunch
Scheduler sample application. It works with the Rule-Based process to route
approvals for an overdue account to the members of the Overdue Oversight role.
To define a role
1 Open the AP:Administration form. See Using the approval server Administration
This determines how many signature line records the approval server creates for
the role when building an Approver List.
106
Defining roles
One Must SignUse this value to create a single signature line record for the
role. The signature line is complete when one of the members of the role acts
upon the approval request.
All Must Sign (default)Use this value to create a separate signature line for
each member of the role.
This option is overridden when the If Multiple Approver setting for the process
is defined as One Must Sign. When this is the case, the role follows the One
Must Sign process setting. See Creating a process on page 98.
NOTE
If you include a role in the member list of another role, the If Multiple Approvers
option of the parent role will take precedence. For example, suppose that Role A
is defined with If Multiple Approvers set to All must sign and you include Role
A in the member list of Role B. Role B is defined with If Multiple Approvers set to
One must sign. In this example, the approval server uses the settings for Role B.
5 In the Status field, select Active or Inactive. Active is the default value.
6 In the Member List field, type the names of the role members.
You must enter valid user names or role names, and separate entries with a
semicolon or a hard return. Click the Text Box button to open an expanded text
box. This field has a maximum length of 255 characters.
7 Click Save.
Chapter 6
107
108
Chapter
This section describes how to create and modify rules in BMC Remedy Approval
Server (approval server).
The following topics are provided:
109
ViewOpens the AP:Rule Definition form for the selected rule in Modify
mode. You must select a rule from the list to use this button. Use this option to
view and modify existing rules.
CreateOpens the AP:Rule Definition form in New mode. Use this option to
create a new rule.
DeleteDeletes the selected rule. You must select a rule from the list to use this
button.
RefreshRefreshes the current list of rules. Use this button to refresh the list,
for example, after adding a new rule.
Show allRefreshes the list of rules with all existing rules. Use this button to
refresh the list after narrowing it to show only one type of rule.
Creating a rule
To create a new rule, click Create on the Rule tab of the AP:Administration form.
This opens the AP:Rule Definition form in New mode.
NOTE
To create a rule, you must first create the process that the rule will support. See
Chapter 6, Defining an approval process.
110
Creating a rule
AP:Rule Definition consists of three tabbed views (depending on the type of rule):
Set FieldsFor rules that include a Set Fields action, the fields on this tab
specify the action to be executed by the rule when a transaction passes the
qualification statement.
To complete the fields on the Basic tab that are common to all rules
1 Open the AP:Administration form, and click the Rule tab.
2 In the Rule Name field, enter a name for the rule.
Rule names must be unique and can be as long as 30 characters. For ease of
administration, use a rule name that reflects the application or process, the rule
type, the rule function, or some combination.
Chapter 7 Defining approval rules
111
3 In the For Process field, select the process name that this rule will support from the
list.
The processes that appear on this menu are those you have defined in the Process
tab. When you select the process name, AR System automatically populates the
Process Instance ID field.
4 In the Rule Type field, select the appropriate rule type from the list. For example,
if you are creating a Get Next Approver rule, select Get Next Approver.
When you select a rule type, the Rule Definition form changes to display the fields
appropriate for the rule type. Fields that apply to the rule type have a white field
box. Fields that do not apply are gray.
5 In the Order field, enter an execution order number. The default value is 0.
This number determines the rule sequence when two or more of the same rule type
exist for a specific process.
6 In the Status field, select either Active or Inactive. The default value is Active.
Inactive rules do not run when the process runs. While you are developing a set of
rules for a process, it might be helpful to use the Inactive status. When you are
ready to test your rules, change the Status field to Active.
NOTE
If you save a rule with the Status field empty, the rule is saved as Active.
7 In the Assignee Group Permissions field, the Public group appears by default. If
you use this field for multi-tenancy support, create workflow to populate this field
with the correct assignee group name. You do not need to change this setting when
creating the rule.
The approval server supports multi-tenancy for use by application service
providers. The Assignee Group Permissions field is field 112, and appears on all
the approval server forms. The field 112 value from records created in the
AP:Details form is used automatically in all the other approval server forms, for
example, AP:Signature, AP:More Information, and so on.
8 If the rule requires a qualifying condition to control execution, enter the condition
in the Qualification area of the Basic tab. This field is labeled Rule or Run If,
depending on the rule type. Process Done rules use a radio button field to set the
execution condition.
You can type the condition statement or you can build it by using the qualification
bar and list. When the qualification is met, the rule actions execute. You can use
currency, date, and time fields in Run If and Rule qualification statements.
For more information, see the Workflow Objects Guide, Building qualifications and
expressions, page 49. For specific examples pertaining to various rule types, see
the discussion of each rule type in this section.
9 Click Save.
112
Creating a rule
QueryUse this action to specify a form (from the current server or another
server) and a qualification for a query to that form. You can assign the value of
any field from the queried form. If no match is found for the qualification, a
NULL value is assigned. If multiple matches are found, the value assigned
depends on the If Multiple Rows setting on the Basic tab.
When you select the type of action, the buttons and fields in the qualification area
change according to the action type.
113
Figure 7-2: The Set Fields tab for Get Authority rule with a query
NOTE
Auto Approval rules cannot use values retrieved from forms other than the current
request. To retrieve values from another form, use a Self Approval rule. See
Defining Self Approval rules on page 118.
114
If an Auto Approval rules condition is met, the request is done and moves directly
to the Process Done stage. When an approval request meets the criteria in an Auto
Approval rule, the approval server sets the rule state to Approved in the Detail
record. This action activates an Approval Process Done rule.
Write a rule condition to test for a specific field value from the approval request
form, for example, checking whether the value for an Estimated Total field is
less than $15.00.
This message is written to the audit log when the condition for this rule passes. The
audit text can include embedded field references that are filled when the rule
condition passes. If you do not enter an audit message, a default message is written
to the audit log.
3 Click Save to save your changes.
115
Get AuthorityRuns in both the Self Check and Completion Check stages of
the approval process
Get Authority SelfRuns only in the Self Check stage of the approval process
You use the same procedure to define all three types of get authority rules.
All get authority rules gather information about the current approver or
environment that is used by subsequent Self Approval or Completion rules.
In the Rule Type field, select Get Authority, Get Authority Self, or Get Authority
Regular.
The Set Field Type indicates the type of assignment to be used for the rule action.
See Using the Set Fields tab on the Rule Definition form on page 113.
4 In the From Form field, select a form name from the menu.
This value defines the form that the rule will search for the requested data; for
example, the AP-Sample:Signature Authority form.
5 In the On Server field, select the server where the form is located.
116
AlternateThe form exists on another server. In this case, type the server name
where the form is located in the Server field.
Click Fields from Set Fields Form to select the Login Name field from the form
named in the From Form field.
Click Fields from Application Form to select the $Approver$ field from the
current record of the AP:Signature form.
7 In the Fields Data area, enter the names of the field or fields to receive the data in
the Field Name column, and a value statement or the name of each source form
field in the Value column.
Use the field list button to the right of each field to select the field names. The fields
in the Field Name column are located in the AP:Signature form. The fields in the
Value column are located in the form named in the From Form field (such as
AP-Sample:Signature Authority).
8 Click Save.
117
In the Rule Type field, select Self Approval from the list.
Build a condition statement that tests for a specific field value to determine if the
rule passes. The condition can reference any value of the current approval
request or any values retrieved by a Get Authority or Get Authority Self rule.
For example, test to see if a signature authority field value is $100.00 and the
total approval request amount is less than or equal to $100.00.
This message is written to the audit log when the condition for this rule passes. The
audit text can include embedded field references that are filled when the rule
condition passes. If you leave the Audit Text field blank, a default message is
written to the audit log.
3 Click Save.
118
119
Select Prep Get Next Approver from the Rule Type list.
The rule condition in the Run If text box is optional. Use this field to define a
conditional statement that controls whether the rule executes. If you do not
define a condition, the rule always passes.
2 Open the Set Fields tab and perform the following steps:
a In the Set Fields Type field, select the action type from the menu. See Using the
value indicates which form to search for the data being retrieved by the query.
c In the On Server field, select Current if the form exists on the current server, or
select Alternate if the form exists on another server, and enter the server name
where the form is located in the Server field.
d Depending on the action type, enter the qualification statement or command
the Field Name column, and a value statement or the name of each source form
field in the Value column.
f Click Save.
120
When If Multiple Approvers is set to One Must Sign, the approval server creates
a single signature record for the entire approver list. To complete the signature
record, only one of the approvers in the list must act on the approval request.
When If Multiple Approvers is set to All Must Sign, the approval server creates
a separate signature record for each approver in the approver list. If a role is in
the approver list, the approval server creates a separate signature record for
each member of the role. In this case, each approver must act on the approval
request to complete his or her signature line.
121
The approval server assumes that the current approver is the key component of
the qualification.
To build the first approver list when the request is submitted, the approval
server considers the originator of the approval request to be the previous
approver.
122
If you define a qualification that includes a clause to retrieve only entries with a
level greater than the current level, you save processing time by allowing the
approval server to skip over individuals or roles in the previous levels. This type
of clause is not required, as previous level entries are simply ignored if they are
retrieved.
Ad Hoc processes
Ad Hoc processes do not use the Get Next Approver rule type, because an Ad Hoc
process expects that users will add the next approver. See Ad Hoc process on
page 78.
The rule condition in the Run If text box is optional. Use this field to define a
conditional statement that controls whether the rule executes.
This field determines what occurs when more than one row of data is returned by
the Get Next Approver rule. The following choices are available:
Value from FirstUses the value from the first record retrieved.
This field value determines the signature requirements when more than one
approver is returned by the Get Next Approver rule.
One Must SignA single signature record is created and only one of the
approvers listed in the record is required to act upon the approval request to
consider the record complete.
123
All Must SignA separate signature record is created for each individual in the
approver list, including individuals within a role. In this case, all of the
approvers retrieved by the Get Next Approver rule must act upon the approval
request.
4 In the Next Approver Rule Is field, select a value from the menu.
This field value determines how the approver list is constructed when multiple Get
Next Approver rules exist in the process. It is often used in a Rule-Based process
that uses set of Get Next Approver rules to build an approver list.
AdditiveIndicates that any name or role this rule assigns to the approver list
is added to the existing approver list, and further rules are to be processed.
EndingIndicates that any name or role this rule assigns to the approver list is
added to the existing approver list, but no further rules are to be processed.
ExclusiveIndicates that this rule assigns the entire approver list, and no
further rules are processed. In addition, if a previous rule created an approver
list, that list is ignored.
If used, this field defines a conditional statement that controls whether the rule
runs. You can type the conditional statement or you can build it by using the
qualification bar and list. See the Workflow Objects Guide, About Run If qualifications
and expressions, page 50.
6 Click the Set Fields tab.
7 In the Set Fields Type field, select the appropriate action type. See Using the Set
AlternateThe form exists on another server. In this case, type the server name
where the form is located in the Server field.
10 Depending on the action type, enter the qualification statement or command line
the Field Name column, and a value statement or the name of each source form
field in the Value column.
12 Click Save.
124
125
A Parameterized Get Next Approver rule would allow approver Lin to enter an
additional approver, Michel, at the same level as Penni, for example.
You use the Parameterized Get Next Approver rule in combination with the
Add-PGNA-Values application command. The Add-PGNA-Values command
populates the detail record with the run-time variables to be used by the rule. See
Add-PGNA-Values on page 182.
A Parameterized Get Next Approver rule works exactly like a Get Next Approver
rule, with the following exceptions:
You can use run-time variables in the qualification and Set Fields operations.
Approvers can be added to any level, not only the next level.
After the Get Next Approver rules are executed, the server executes all
Parameterized Get Next Approver rules. If Parameterized Get Next Approver
rules exist, but the current record does not supply any parameters, the approval
server the approval server skips the parameterized rules.
Select Parameterized Get Next Approver from the Rule Type list.
The Run If condition is optional. Use this field to define a conditional statement
to control whether the rule runs.
This field determines what occurs when more than one row of data is returned by
the Get Next Approver rule. The following choices are available:
126
Value from FirstUses the value from the first record retrieved.
This field value determines the signature requirements when more than one
approver is returned by the Get Next Approver rule.
One Must SignA single signature record is created and only one of the
approvers listed in the record is required to act upon the approval request to
consider the record complete.
All Must SignA separate signature record is created for each individual in the
approver list, including individuals within a role. In this case, all of the
approvers retrieved by the Get Next Approver rule must act upon the approval
request.
4 In the Next Approver Rule Is field, select a value from the menu.
This field value determines how the approver list is constructed when multiple Get
Next Approver rules are included in the process.
AdditiveIndicates that any name or role this rule assigns to the approver list
is added to the existing approver list, and further rules are to be processed.
EndingIndicates that any name or role this rule assigns to the approver list is
added to the existing approver list, but no further rules are to be processed.
ExclusiveIndicates that this rule assigns the entire approver list, and no
further rules are processed. In addition, if a previous rule created an approver
list, that list is ignored.
NoIf a Completion rule determines that the conditions exist for the process to
be done, the process does not return to the Get Next Approver stage to run this
rule.
AlternateThe form exists on another server. In this case, type the server name
where the form is located in the Server field.
Chapter 7 Defining approval rules
127
10 Depending on the action type, enter the qualification statement or command line
the Field Name column, and a value statement or the name of each source form
field in the Value column.
12 Click Save.
feature to view the existing approvers for the request, for example, by clicking a
button on the approval form. The approver decides to add Michel LeTourneau as
an approver at a future level, for example, level 4.
Step 3 The approver uses functionality added to the approval request form, such as a
button that opens an Add Approvers form, to enter the level and the approver
name. When the approver saves his or her changes, a filter runs that captures these
values and sends an Add-PGNA-Values application command using the values to
the approval server.
128
For example:
Application-Command Approval Add-PGNA-Values -o My Param Rule
-l 4/Michel LeTourneau
Step 4 The approval server receives the command, and stores the data in the Param Data
Parameterized Get Next Approver rules. While executing the parameterized rules,
it retrieves the values from the Param Data field in the detail record. In this case, it
retrieves
4/Michel LeTourneau and parses this into %1=4 and %2=Michel
LeTourneau
Step 6 The approval server replaces the variables in the Parameterized rule with these
values:
Run If qualification$Level$ = 4
Step 7 If the condition matches, the Set Fields action is executed. If the condition never
matches and the regular Get Next Approver rules do not return any approvers, the
approval server checks for the Guaranteed Add flag. If this is set to yes, the
parameterized rule executes, even though the Run If condition is not satisfied.
Parameterized Get Next Approver rules are executed when a preview is
generated, so the added approver is visible when future approvers preview the
request.
WARNING
Approver names in Validate Approver rules are case sensitive. Make sure
approver names are entered correctly by providing a menu of names for requesters
to select from. See the Form and Application Objects Guide, Creating menus,
page 299.
129
The Run If condition is optional. Use this field to define a conditional statement
to control whether the rule runs.
AlternateThe form exists on another server. Enter the server name where the
form is located in the Server field.
6 Depending on the action type, enter the qualification statement or command line
the Field Name column, and a value statement or the name of each source form
field in the Value column.
8 Click Save.
130
The assignment of the Set Fields operation is always to the Detail record that the
approval server is processing. After all rules have been applied for one signature,
the approval server moves to the next signature and applies the rules.
131
If the Run If condition is met, the server will perform the Set Fields operation.
2 Click the Set Fields tab.
3 In the Set Fields Type field, select the appropriate action type. See Using the Set
AlternateThe form exists on another server. In this case, type the server name
where the form is located in the Server field.
6 Enter a qualification statement to define the parameters for retrieving the authority
data.
For example, to retrieve the current approvers signature authority limit, define a
qualification statement that sets $Approver$ (the current approver) to equal the
user name field on the signature authority form (such as Login Name on
AP-Sample:Signature Authority).
7 In the Fields Data area, enter the name of the field or fields to receive the data in
the Field Name column, and a value statement or the name of each source form
field in the Value column.
8 Click Save.
132
To derive the statistical override value, you can use static values, arithmetic
operations, keywords, the results from functions, and values from the record that
the approval server is processing in the AP:Detail-Signature form.
2 Click the Set Fields tab.
3 In the Set Fields Type field, select the appropriate action type.
See Using the Set Fields tab on the Rule Definition form on page 113.
4 For a query, select a form name from the From Form menu.
AlternateThe form exists on another server. In this case, type the server name
where the form is located in the Server field.
Approved
Rejected
In a Statistical Override rule, the Field column on the Set Fields tab is automatically
populated with the statistical override field name. The Set Fields function sets the
specified value in the statistical override field on the Detail form. The only valid
statistical override values are Approved or Rejected.
8 Click Save.
133
The signature authority data that supports these sample rules is imported with the
sample applications and stored in the Signature Dollar Limit field of the
AP-Sample:Signature Authority form, as shown in Figure 7-10.
Figure 7-10: Dollar signature limits in the AP-Sample:Signature Authority form
134
Rule functionality
When one of the sample approvers responds to a request, the sample statistical
decision-making rules run. Signature Accumulator rules run before Statistical
Override rules. In this case, they both have a Run If condition that causes the Set
Fields action to occur only when the approvers signature is set to Approved. (If
the approvers signature is set to Rejected, these rules do not run and the default
approval server behavior causes the request to be rejected.)
The rule Issue Retrieve Signature Limit has execution order 0, so it runs first. It
retrieves the Signature Dollar Limit for the current approver, and sets the value
in a temporary field (Temp Decimal 1) on the Detail form.
For this rule, the Set Fields qualification used is:
'Login Name' = $Approvers$
This qualification retrieves the signature authority amount for the current
approver by matching the current approvers login name to the Login Name
field on the AP-Sample:Signature Authority form.
The rule Issue Increment Signature Limit has execution order 1, so it runs next.
It increments another temporary field in the Detail form with the current
cumulative signature dollar value for all approvers who have responded.
The example Statistical Override rules run after the Signature Accumulator rules
are complete.
The rule Issue Statistical Approval has execution order 0. The Run If condition
causes it to run only when the Approver response is set to Approved.
If the current cumulative signature value is less than $500, the Set Fields
action does not occur, and the request is not yet done.
The rule Issue Statistical Boundary Condition has execution order 1. It runs only
if the first Statistical Override rule did not result in approving the request.
If signatures are still pending, the Set Fields action does not occur, and the
approval process continues.
If a hold exists or a More Information request is pending, the Set Fields action
does not occur, and the approval process continues.
These two Statistical Override rules work together to assure that the approval
process always ends with the request set to either Approved or Rejected.
Chapter 7 Defining approval rules
135
NOTE
This example assumes that the request is for an amount greater than $500. The Get
Agreement sample application does not include a field for the amount of the
request. In an actual approval process, you would also need a field to gather the
amount of the request, and a Run If condition to test the amount.
This entry is only a comment, and does not affect the behavior of the rule.
5 In the Initial Approvers field, type:
Jack Miller; Larry Goldstein; Violet Anderson
To illustrate how statistically driven approvals work, the following procedure uses
the AP:Detail-Signature form to view the approval status after a response by each
approver.
The approval request created by Frank Williams is pending for Jack Miller, Larry
Goldstein, and Violet Anderson.
3 Log in as Jack Miller, open Approval Central, and approve the request from Frank
Williams.
136
Frank Williams.
6 Repeat steps 1 and 2.
The request is no longer pending when you search the AP:Detail-Signature form.
Because the cumulative signature authority of Jack Miller and Larry Goldstein is
$600 ($100 + $500), the approval condition in the Issue Statistical Approval rule is
met, and the request is approved, even though Violet has not responded.
Violets signature authority is weighted at $2000. Therefore, Violet could have
approved Franks request without requiring either Larry or Jacks approval.
137
When the Run If condition has been met, the preempted decision is specified on
the Set Fields tab.
Construct a rule condition. The Completion rule condition defines whether the
approval process is complete (no further routing of the request is necessary). If
the condition is met, the process is complete. If it is not met, the approval server
returns the request to the Get Next Approver stage of the approval process.
2 Click Save.
138
Select one or more rule conditions from among the radio buttons: Approved,
Rejected, Cancelled, or Error.
The rule executes when the AP:Detail record is put into the selected state.
139
4 In the Field Data area, enter the appropriate Field Name and Value to change the
Rule trigger
140
To modify a rule
1 Open the AP:Administration form and click the Rule tab.
2 Select the rule to be modified, and click View.
The AP:Rule Definition form opens in Modify mode, showing the current values
for the rule.
3 Modify the rule as needed. For specific information about fields in the rule, see the
Deleting rules
This section describes how to delete an existing rule.
NOTE
The delete operation is permanent and cannot be undone. Check for any rule
dependencies before deleting a rule. For example, Self Approval and Completion
rules might depend on a Get Authority, Get Authority Regular, or Get Authority
Self rule. If the Get Authority rule is deleted, the dependent rule will no longer
function as designed.
141
To delete a rule
1 Open the AP:Administration form and click the Rule tab.
2 Select the rule to be deleted from the list, and click Delete.
3 Click Yes when prompted to confirm the deletion.
142
Chapter
Chapter 8
143
NOTE
The Lunch Scheduler and Get Agreement sample applications are not actually
packaged as AR System applications. They consist of a related set of workflow
objects, including the approval request form, active links and filters, approval
processes, and approval rules.
Figure 8-1: Lunch Scheduler approval request form
144
When using Lunch Scheduler, the requester specifies information about the
customer, the restaurant, and the number of attendees. These choices populate
fields containing details about the total costs and information about the customers
relationship with the company.
Lunch Scheduler includes three different approval processes chained together and
uses three different filters with Run Process commands to start these processes. For
more information, see the Workflow Objects Guide, Using Run Process and
$PROCESS$ commands, page 257.
The chained processes are:
When requests are submitted in this application, they follow the appropriate
approval processes. The processes enforce the business rules of the company, and
the approval data gathered provides an auditable record of the business lunch
activity at the company.
NOTE
The Questions, Comments with attachments, Notes, and Multi-process preview
features are available out-of-the-box with this sample application. For more
information, see AP:Show-Detail on page 271.
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145
In this command, the tag -t identifies the name of the process to run. See NewDetails on page 187.
146
In this command, the tag -t identifies the name of the process to run. See NewDetails on page 187.
Chapter 8
147
In the Process Done stage of this process, the Approval Process Done rules
populate the Approval Workspace field of the Lunch Scheduler request form.
For example, if the request is approved, the Approval Process Done rule enters
Cost-Approved in this field.
Step 2 Because the request form was modified, the filters for the two chained processes
are executed.
148
When Major Account Level Approval process is done, its Approval Process
Done rules modify the Approval Workspace field to indicate the process result.
For example, if the request is approved, the Approval Process Done rule enters
Level-Approved in this field.
If the customer is not a major or enterprise account, the Major Account Level
Approval process does not run.
If the account is not overdue, the Special Overdue Approval process does not
run. If the account is overdue, this process runs only after the Approval
Workspace field has been set to Level-Approved.
Step 3 If the Major Account Level Approval process runs, its Approval Process Done
rules again modify the request form. This causes the filters for the two chained
processes to fire again. In this case:
If the Level process completed with an approval, and the request is marked to
indicate that the account is overdue, the filters Run If condition causes Special
Overdue Approval process to run.
If the Level process completed with any other result (such as rejection), or if the
request does not indicate that the account is overdue, the Special Overdue
Approval process does not run, and the overall approval process is complete.
These three steps explain how the three processes are chained together to create
the overall approval process in the Lunch Scheduler application.
In addition to the filters that start the three processes, a fourth filter, APSample:Test Level Approval, runs whenever the approval request is modified.
This filter runs only after the Approval Workspace field is marked CostApproved, and if the Account Type is not major or enterprise. The filter
performs a set fields action that sets Level-Approved in the Approval
Workspace field. This assures that the Approval Process Done rules function the
same, even though the Level process did not actually run.
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149
Sample users
The approval server sample applications include records for a set of sample users
that are preconfigured for testing the Lunch Scheduler application.
150
Chapter
NOTE
Although you do not need to be an AR System administrator to set up and manage
approval processes, only an AR System administrator must carry out most of the
tasks described in this section.
The following topics are provided:
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151
Create an approval request form that requesters will use to enter approval
requests.
Create two join forms that join your approval request form with two different
approval server supporting forms.
Add workflow (at least one filter) to the approval request form that will start the
approval process.
This section describes procedures for the first three actions, as well as adding
notifications. To create processes and rules, see the following chapters in this
guide:
For information about defining filters, see the Form and Application Objects
Guide.
152
Default label
Permissions
Request ID
Assignee (view)
Public (view)
2
Submitter
Assignee (view)
Yes
Public (view)
3
Create Date
Assignee (view)
Public (view)
Assigned To
Assignee (change)
Yes
Public (view)
5
Last Modified By
Assignee (view)
Modified Date
Assignee (view)
Status
Assignee (change)
Yes
Public (view)
Submitter (change)
8
Short Description
Assignee (change)
Yes
Public (view)
Submitter (change)
A two-way join connects your approval request form to the approval server
form AP:Detail.
A three-way join connect your approval request form to the approval server join
form AP:Detail-Signature.
This section assumes that you have already created your approval request form.
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153
NOTE
Be sure to create only one three-way join form for your application.
Primary FormSelect your approval request form as the primary form, and
click Next.
Join PropertiesSelect the Inner join type, the appropriate field positioning
and inheritance options, and click Next.
The new join form appears. This join form is used only for internal processing, so
the appearance of the form is not critical.
5 On the new join form, you must manually specify a reserved ID for two fields. Use
the Outline tab in BMC Remedy Developer Studio to locate these fields.
a Select the Status-Dtl field, and set the following values in the Properties tab:
Table 9-2: Property settings for the Status-Dtl field of the two-way join form
Category
Property
Value
Display
Field Access
Read / Write
Database
ID
13191
b Select the Request field (not Request ID), and enter 10051 in the ID property.
6 Choose Form > Form Properties > Permissions.
7 Move the Public group to the Permissions field, change the group permission type
154
4 In the New Join Form wizard, follow the prompts to take the following actions:
Primary FormSelect your approval request form as the primary form, and
click Next.
Join PropertiesSelect the Inner join type, the appropriate field positioning
and inheritance options, and click Next.
The new join form appears. Your users use this form when working with the
details of an approval, so the layout and appearance of this form are important.
5 Hide or remove from view any fields that users do not need to see, such as most of
TIP
Use the Outline tab in BMC Remedy Developer Studio to locate and select a field.
Then choose Layout > Bring To Front to see the field if necessary. Use tabs in a
panel field to display only those fields that you want users to view or modify.
6 Rename the status fields to clarify their purpose (optional):
The Approval Status field (ID 13191) is from the AP:Detail-Signature form and
represents the status of the current approval signature. Approvers can use this
field to approve or reject a request from the detail view if they do not use the
buttons in Approval Central.
The Status field (ID 7) is from your application request form and represents the
status of the overall request.
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155
Running arjoinfix
After the join forms are created, run the arjoinfix (UNIX) or arjoinfix.exe
(Windows) utility once for each approval request form that you connect to the
approval server. This utility modifies the join qualifications to make sure that your
application communicates properly with the approval server. The arjoinfix
utility is installed in the same directory as the approval server.
TIP
On Windows, the -i parameter is optional. When the approval server is installed
on a Windows server, you can use Start > Run to navigate to and run
arjoinfix.exe.
If the AR System server is configured to use a portmapper, do not use the
-portnum parameter. If the AR System server does not use a portmapper, use the
-portnum parameter and replace portNumber with the appropriate TCP port.
TIP
The arjoinfix utility might return authentication errors on an AR System server
that is configured to run with a specific TCP port. If such errors occur, set the
ARTCPPORT environment variable to the appropriate port number and try again.
The arjoinfix utility prompts:
Enter the name of the form:
2 Type the name of the applications approval request form, and press Enter. For
NOTE
You only need to use the option 2 of arjoinfix when you upgrade your
AR System server and approval server to release 7.x.xx from an earlier release. See
Performing required three-way join form updates on page 176.
156
AR System administrator.
2 Open the AP:Administration form in Search mode.
3 Click the Form tab, and click Create.
4 In the Form Name list, select the approval request form for your application.
5 In the Lookup Keyword field, enter a keyword that describes the form.
The approval server uses the keyword to look up the form name. The keyword acts
as a permanent search name for the form and enables workflow to find the form
even if the form name is changed.
6 If your approval application uses a form for reporting, select the reporting form in
you use this field for multi-tenancy support, create workflow to populate this field
with the correct assignee group name. You do not need to change this setting when
creating the form entry.
8 Save and close the request form.
Create the workflow for chained processes, if you are using them.
Create notifications.
157
You must also create at least one filter that will start the approval process when a
requester submits an entry in the approval request form. The filter conditions
should cause the filter to run on submit (and possibly on modify). In the If Action
tab, enter a Run Process action to run the New-Details application command. This
initiates the approval process.
For some examples of filters that start an approval process, see the filters included
in the sample applications, such as AP-Sample2:Start Approvals, AP-Sample:Start
Cost Approval, and so on. For information about defining filters, see the Form and
Application Objects Guide. For details about application commands, see Appendix
B, Application commands.
Test your processes, rules, and filters together to verify that the approval workflow
operates correctly and covers all possible outcomes of the approval process.
Add a field to your approval request form to contain the process status.
Define Process Done rules to populate this field with the appropriate status
value.
Define workflow that tests the conditions for running each process and initiates
Run Process actions using application commands to start each process.
158
Creating notifications
When the normal approval cycle has been overridden by an approver or the
Process Administrator
Creating notifications
You can configure approval server notifications to be delivered by email, by
BMC Remedy Alert, by the users default notification mechanism, or by workflow.
To create an approval notification, use the following procedures:
Verify that the events for which you want the approval server to send
notifications are enabled in the AP:Admin-ServerSettings form. If notifications
are not enabled on this form, they are not sent regardless of other approval
server settings. See Configuring server settings on page 27.
Configure the delay before escalations when no activity occurs using the
procedure Creating signature escalations on page 101.
Fields with bold headings on the Notification form are the required fields; others
are optional.
AR System administrator.
2 Open the AP:Administration form in Search mode.
3 Click the Notification tab, and click Create.
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159
The AP:Notification form opens in New mode, with the Basic tab selected, as
shown in Figure 9-1.
Figure 9-1: The AP:Notification formBasic tab
The process must already exist. See Creating a process on page 98.
6 In the Status field, set the notification to Active or Inactive.
This option enables or disables this notification. To enable or disable the events
that trigger all notifications, use the AP:Admin-ServerSettings form. See
Configuring settings on the Notifications tab on page 31.
7 In the Notify On field, select one of the following options from the list. This field
160
Option
Triggering event
New Signature
Approve
Reject
Alternate
Approve
Individual
Approved for.
Creating notifications
Triggering event
Alternate Reject
Individual
Approved for.
Approver list.
Override Reject
Approver list.
Global Approve
Approver list.
Global Reject
Approver list.
Reassign
Approver list.
Error
Individual who
approved or
rejected.
Cancel
Approver list.
Individual who
requested more
information.
Reject by Later
Level
Approver list.
Cancel at Later
Level
Approver list.
Approver list.
Hold
More Info
Still Active
Still Active
(repeat)
Still Pending
Still Pending
(repeat)
Still Hold
Still Hold (repeat) A Still Hold notification has been sent and no
action has occurred.
Chapter 9
Approver list.
Approver list.
161
Triggering event
A Still More Info notification has been sent and Approver list.
no action has occurred.
Still Error
Still Error (repeat) A Still Error notification has been sent and no
action has occurred to correct the error.
Approver list.
Approver list.
Change After
Approved
Before Reassign
NOTE
If you choose the Before Reassign option, a notification is sent to the approvers
who are being replaced.
8 In the Qualification area, enter a condition statement to help control whether the
162
No MessageSend no notification.
Creating notifications
AlertUsers are notified when they run BMC Remedy Alert. For more
information about BMC Remedy Alert, see BMC Remedy User Help.
WorkflowTriggers a filter guide that fires on the required event and sends the
notification.
To use this option, you must add the appropriate workflow to your application.
See Creating workflow-based notifications on page 165.
notification.
Notifications are sent to users or roles, or the approval server can write to a form
field.
Notify ListSend to the default notify list for the selected Notify On option. See
Table 9-3 on page 160.
The Subject panel lists fields from the applications three-way join form. Select the
field whose value you want to include in the subject line, and click OK.
15 To attach more field information to the notification, use the Additional Fields field.
Enter field names in the text box or select field names from the drop-down list.
16 To include field values in the message text, use the Message drop-down list.
17 For email or User Default notifications, click the Email tab.
The fields in the Email tab are the same as those used when you create an Email or
User Default notify mechanism in a Notify filter action. For information about
using email notifications and configuring BMC Remedy Email Engine, see the
BMC Remedy Email Engine Guide.
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163
The menus in the Fields columns on this tab contain fields from the three-way join
form. You can select from the Fields and Keywords menus to use variables in all
the fields on this tab.
18 In the Mailbox Name field, enter the name of an outgoing mailbox that is
configured in the AR System Email Mailbox Configuration form. This field is not
required if you use the default outgoing mailbox.
You can use a field or a keyword to get the mailbox name. The mailbox name must
correspond to an outgoing mailbox configured in the AR System Email Mailbox
Configuration form.
19 Enter the appropriate information in the From, Reply To, CC, and BCC fields.
You can use AR System user names, AR System groups, an email address, or a
field or keyword variable. To use an email address, include the email domain
name (for example, Joe.User@acme.com) or a keyword (for example,
$USER$@acme.com). If you make multiple entries in these fields, separate the
entries by hard returns.
The Email Engine uses these fields as follows:
164
Creating notifications
21 In the Header, Content, and Footer fields specify the names of the email templates
to use for the header, content, and footer of the email notification.
22 (Optional) Click the Administrative Information tab (optional) and enter Help Text
If the three-way join form existed before you upgraded to version 7.x.xx of the
approval server, you must add these fields to it.
3 In the AP:Notification form, create a notification for your process. See Defining
actions:
a Create a Set Fields action that pushes message details from the AP:Notification
form to the display-only fields that you added to the AP:Detail form.
For example, push the value from the Subject field on AP:Notification to the
Subject display-only field on AP:Detail.
b Create a Call Guide action that selects the AP:Workflow Notifications Guide
filter guide.
The AR System installation program adds this filter guide to the server. The
filter guide was created in the 7.0.00 release for use with workflow-based
notifications.
6 Add your filter to the AP:Workflow Notifications Guide.
When the approval event triggers the notification, the AR System fires the filter
that sends the notification.
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165
Adding a dynamic field to the three-way join form, such as the Password field.
NOTE
To use similar buttons in your application, you must add them to the appropriate
form, and create the workflow to implement them. One way to do this is to copy
the workflow objects from the sample applications.
This section describes how to create a Manage More Information button on the
three-way join form for your application. You can use a similar procedure to add
the Show Approval Summary and Show Signatures buttons.
The Manage More Information button in the sample applications links to the
AP:Dtl-Sig-MoreInfoDialog form, which enables you to create More Information
records and lists the existing ones. However, BMC recommends that you use the
appropriate fields on AP:Show-Detail to create such records. See AP:Dtl-SigMoreInfoDialog on page 268 and AP:Show-Detail on page 271.
To see how the Manage More Information button works in the sample
applications, use BMC Remedy Developer Studio to review the button on the
AP-Sample:Lunch-Detail-Signatu form. Also review the active links
AP-Sample-Dtl-Sig:MoreInfo01 through AP-Sample-Dtl-Sig:MoreInfo06.
For information about adding fields to forms, including buttons, Form and
Application Objects Guide, Creating and managing fields, page 183.
For information about creating active links, see the Workflow Objects Guide.
166
AP-Sample-Dtl-Sig:MoreInfo06:
a Open the active link to be copied.
b Choose File > Save Active Link As.
c Give the new copy a name that is appropriate for your application.
d In the Form Name field, select the three-way join form and deselect the sample
application forms.
e Save the changes.
Figure 9-4: Copying AP-Sample-Dtl-Sig: MoreInfo01 through MoreInfo06
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167
The following procedure shows how to make the password field visible on the
three-way join form for your application when the process requires it.
AP-Sample:ShowPwdIfRequired1
AP-Sample:ShowPwdIfRequired2
3 In the Form Name field for each active link, select the three-way join form and
See the Form and Application Objects Guide, Creating menus, page 299.
168
To retrieve the list of approvers for a request the AP:PreviewInfo form requires the
process name, request ID, and the type of preview as input. You can provide these
values in the ShowForProcess, Request/Ticket Number, and Retrieval Type fields.
You can specify one of the following retrieval types:
As shown in Figure 9-5, the preview list includes the status of the signatures.
Figure 9-5: The AP:PreviewInfo form
For example, Figure 9-6 illustrates a form that retrieves the approver list for a
request in the Lunch Scheduler sample application, and prompts users to enter the
level and name of an added approver.
For information about creating forms and retrieving data from another form, see
the Form and Application Objects Guide.
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169
Figure 9-6: Example form with preview table and input fields
example:
Application-Command Approval Add-PGNA-Values -t $Signature ID
add$ -o $Rule Name$ -l $Short Description$
This command stores the added approver values, such as level and approver
name, for use by a Parameterized Get Next Approver rule.
Multi-process preview
The multi-process preview appears as a flowchart or a table that lists all the
approvers whose signatures are required for the approval processes to be
completed. Multiple processes appear in the sequence in which they are supplied
to the Generate-Multi-Process-Preview application command. For more
information, see Generate-Multi-Process-Preview on page 186.
Application developers can integrate this feature using this application command
to pass required input values to the approval server, which are then stored in the
AP:Preview Data form.
After the required data is available with the approval server, application
developers can generate the preview in two ways:
170
Navigate to Approval Central, search for and select a request, and click View
Details to see the flowchart or tabular view on the Approver tab of AP:ShowDetail.
For the flowchart view, invoke a predefined view from any form.
For the tabular view, create your own table, based on the AP:PreviewInfo form,
by passing the relevant qualification.
NOTE
All information about ad hoc approvers is stored in the AP:AdhocDetails form,
irrespective of which Adhoc Form is specified on AP:Process Definition.
To add a new ad hoc approver, customized applications must push the values of
the following fields to AP:AdhocDetails from their customized ad hoc dialog box:
Table 9-4: Custom ad hoc dialog box fields mapped to the AP:AdhocDialog form
Field name
Field ID Description
Name
10009
Sequence
10001
If Multiple
10010
Independent 10011
If set to Yes, the approval server does not wait for this signature
line to be signed before proceeding to the next level of the process
or to the next process in the chain. If set to No, the approval server
waits for the ad hoc signature to be marked as approved before
proceeding to the next level of the process or the next process in
the chain.
Signature Id 10006
Locked
Set to Yes to indicate that this record is ready to be used for the
corresponding request.
10012
To delete an ad hoc entry, customized applications must first retrieve the request
ID of the record from AP:AdhocDetails by passing the Name, Sequence, and Detail
ID fields. The request ID is used to fire the standard AR System server application
command Application-Delete-Entry to delete the ad hoc approver. For
example, the command to delete the entry on the current form with the entry ID
found in the core field 1 (Request ID) is:
Application-Delete-Entry $SCHEMA$ $1$
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172
Appendix
Appendix A
173
Field
7.1.00 or later
Process Instance ID
Requestor
Form
AP:Alternate
AP:Detail-Signature
AP:Notification
AP:Process Administrator
AP:Process Definition
AP:Rule Definition
7.5.00 or later
AP:Signature
7.6.xx or later
AP:Signature
Value
portnum
174
Value
If you do not want the activities of this utility to be logged, set this value
to true.
If you want the activities of this utility to be logged, set this value to
false. This might hamper the performance of the AR System server.
If the execution of arapupgd fails during installation or upgrade, you should run
the utility manually. Then, you should restart the approval server or wait for the
cache to be refreshed for the changes to be visible. Even if the utility fails, no data
is lost.
NOTE
You must run these escalations only once after upgrading. After the Process
Instance ID and Assignee Group Permission fields are set with the appropriate
values, you should disable these escalations.
Appendix A
175
The approval server uses Process Instance IDs instead of Process Names.
Therefore, notifications are based on the Process Instance IDs.
NOTE
When you configure a notification for a process, a notification filter is created,
based on the Process Instance ID. If the Process Instance ID is changed by any
means, it is not automatically reflected in the notification filter. You must update
the notification filter manually with the new Process Instance ID.
The three-way join form is the join between the application request form and the
AP:Detail-Signature form. For example, in the Get Agreement sample application,
the application request form is AP-Sample2:Get Agreement, and the three-way
join form is AP-Sample2:Issue Detail Signat.
You can add the new fields to your application in one of the following ways:
176
NOTE
You need to set the library paths on UNIX for all approval server utilities.
2 Run the arjoinfix utility available for your platform.
AP-Sample2:Get Agreement
AP-Sample:Lunch Scheduler
CHG:Change
AST:PurchaseRequisition
The utility adds the five new fields to the three-way join form that is associated
with the application request form you entered.
Appendix A
177
NOTE
If you created the three-way join form after installing version 7.0.00 or later of the
approval server, you do not have to run arjoinfix to add these fields. These fields
exist in the AP:Signature form, and automatically become part of the three-way
join form when you create the join. See Creating the join forms on page 153.
For more information about the arjoinfix utility, see Running arjoinfix on
page 156.
Configure the AR System Object List for use with your browser.
For more information about configuring the object list for a browser, see the
BMC Remedy Mid Tier Guide, Enabling the AR System Object List, page 87.
For information about accessing Approval Central in a browser, see Opening
Approval Central on page 37.
178
Appendix
Application commands
To support interaction between the AR System server and BMC Remedy Approval
Server (approval server), you use a special AR System process, ApplicationCommand. You can run this process from filters, escalations, and active links using
the Run Process action.
The following topics are provided:
179
For more information about how to use Run Process actions, keywords, and
syntax, see the Workflow Objects Guide and the Integration Guide.
Braces indicate that you must specify only one of the enclosed values.
180
Parameter
Description
category
command
Description
-s
-e
-t
-1
-o
-l
NOTE
If the operation is performed from a filter or escalation, the -s and -e parameters
default to the current form name (as the application form name) and the current
request ID (as the application request ID) . Therefore, if the default values are
sufficient, you can omit these parameters.
If the operation is performed from an active link, the AR System server cannot
determine what the current environment is, and these values must be supplied.
TIP
The descriptions of the -s and -e parameters (Table B-1 and the adjacent note) are
applicable to all approval server commands in which they are mentioned, and
therefore, not repeated in the Approval server commands section on page 182.
181
Add-PGNA-Values
Add-PGNA-Values [-t detailID] [-o ruleName] [-l valueList]
This command provides the variable values for the Parameterized Get Next
Approver rule type.
Table B-2: Add-PGNA-Values command parameters
Parameter Description
-t
-o
ruleName is the name of the Get Next Approver rule that needs these values.
-l
In the following example, the variables enclosed in quotes are provided to the
approval server for use when the next Parameterized Get Next Approver rule
runs:
Add-PGNA-Values -t 00000000000012 -o Sample Param GNA Rule
-l 4/Frank Williams
WARNING
Do not use a slash (/) character within a valueList parameter, because it is a
separator. For example, if you use the following command, then Williams is
ignored, and the result might not be as expected.
Add-PGNA-Values -t 00000000000012 -o Sample Param GNA Rule
-l "4/Frank /Williams"
182
Add-Sig
Add-Sig [-s formName] [-e requestID] [-t processName]
-o {approverList} [-1 {0|1}] [-2 {0|1|2|999}] [-l assigneeGroupID]
This command links to an existing approval details record, and creates one if none
exists. It then adds one or more signature lines for each value of the -o parameter.
Table B-3: Add-Sig command parameters
Parameter Description
-t
-o
-1
-2
-l
0Default; creates a signature line for all approvers, and the first approver
to act on the request determines the response. The request is withdrawn
from the other approvers.
1Creates a signature line for all approvers, and all approvers must act on
the request.
2Creates a signature line for all approvers, and only one of those must act
on the request. Multiple responses generate an error, and the approval
process stops.
999Uses the value specified for If multiple approvers in the
process definition.
This parameter was added to allow you to pass a value for Assignee Group
Permissions (field ID 112), for use with the multi-tenancy feature.
For more information about multi-tenancy, see the BMC Remedy IT Service
Management Suite 7.6.00 Guide to Multi-Tenancy.
NOTE
If this command is executed for a request that is in the Process Done phase, it
restarts the approval process for that request.
183
Det-Approved
Det-Approved [-s formName] [-e requestID] [-t processName]
Det-Cancelled
Det-Cancelled [-s formName] [-e requestID] [-t processName]
This command stops an approval process that is in progress, and marks the
AP:Detail record Cancelled. Any outstanding signature lines or More
Information records are marked Cancelled. The Process Done phase notifies the
associated request of the cancellation.
Table B-5: Det-Cancelled command parameters
Parameter Description
-t
184
Det-Error
Det-Error [-s formName] [-e requestID] [-t processName]
This command marks the approval detail item Error. Any outstanding signature
lines or More Information records are marked Closed. The Process Done phase
notifies the associated request of the error. This command is intended only to be
used internally by the approval server.
Table B-6: Det-Error command parameters
Parameter Description
-t
Det-Rejected
Det-Rejected [-s formName] [-e requestID] [-t processName]
This command marks the approval detail item Rejected. Any outstanding
signature lines or More Information records are marked Closed. The Process
Done phase notifies the associated request of the rejection. This command
corresponds to a rejection by global override.
Table B-7: Det-Rejected command parameters
Parameter Description
-t
185
Generate-Multi-Process-Preview
Generate-Multi-Process-Preview [-s formName] [-e requestID]
-l phase:processList; [-o {0|1}]
-o
Generate-Preview
Generate-Preview [-o Generate-Preview] -e requestID
-s formName [-t processName]
Creates a preview request for a single process based on the future signature lines
found in the AP:PreviewInfo form for the associated application request.
Table B-9: Generate-Preview command parameters
Parameter Description
-o
-e
-s
-t
For example:
Generate-Preview -o Generate-Preview -e $RequestID$
-s AS ADDSIG:Lunch Scheduler
-t AS ADDSIG:Management Cost Authorization
186
MoreInfo-Return
MoreInfo-Return [-s formName] [-e requestID]
This command takes data from the specified More Information request and copies
the response back to the associated signature request. The More Information
request must be marked Completed.
Table B-10: MoreInfo-Return command parameters
Parameter Description
-s
-e
New-Details
New-Details [-s formName] [-e requestID] [-t processName]
[-1 priority] [-2 processDueDate] [-l assigneeGroupID]
This command starts an approval server process for the specified request.
Table B-11: New-Details command parameters
Parameter Description
-t
-1
If supplied, it sets the priority to Urgent (1), Normal (2), or Low (3). Any other
priority is ignored, and the defaultNormal (2)is applied.
-2
If supplied, this integer value is translated into the Process Due Date and
further used to calculate the action date for the signature; the Process Due
interval defined on AP:Process Definition is ignored in this case.
-l
This command creates an approval details record. It then searches for Auto
Approval and Self Approval rules; if either exists and passes, the command marks
the record Approved and continues with the Process Done phase to update the
associated request. If no Auto Approval or Self Approval rules pass, the first set of
approvers is found and signature lines are created for them as defined by the rules
of the process.
If this command is fired after Add-Sig, and a detail record already exists for the
application request, an error occurs and the process terminates. To fix this issue,
pull the NotAddSig field (field ID 14523) from AP:Detail onto the two-way join
between your application form and AP:Detail, and save the join form.
187
Rename-Form
Rename-Form -t oldFormName -o newFormName [-1 activeOnly]
[-2 doRename]
This command changes the name of a form. All references in the definition forms
are updated.
Table B-12: Rename-Form command parameters
Parameter Description
-t
-o
newFormName is the new name that you want to assign to the form.
-1
This parameter controls which AP:Detail records are updated. If set to 1, only
active entries are updated. Providing any other activeOnly value causes all
entries to be updated.
Note: Requests in the Error state also qualify as active.
-2
This parameter controls the renaming of the form. If set to 1, the form itself is
renamed. If you provide any other doRename value, the approval server
assumes that the form has already been renamed using BMC Remedy
Developer Studio, and you are simply updating the cross-references.
Rename-Process
Rename-Process -t oldProcessName -o newProcessName [-1 activeOnly]
[-2 doRename]
This command changes the name of a process. All references in the related
definition forms are updated. The name of a process can be as long as 80 bytes. This
equates to 80 characters in English and most European languages, but only 40
characters in double-byte languages.
Table B-13: Rename-Process command parameters
Parameter Description
-t
-o
newProcessName is the new name that you want to assign to the process.
-1
This parameter controls which AP:Detail records are updated. If set to 1, only
active entries are updated. Providing any other activeOnly value causes all
entries to be updated.
Note: Requests in the Error state also qualify as active.
-2
188
This parameter controls the renaming of the process. If set to 1, the process
itself is renamed. If you provide any other doRename value, the approval
server assumes that the form has already been renamed using the AP:Process
Definition form, and you are simply updating the cross-references.
Sig-Approved
Sig-Approved [-s formName] -e requestID [-t processName]
This command performs approval processing on a signature line that has been
marked Approved. The rule process continues to the next approvers.
Table B-14: Sig-Approved command parameters
Parameter Description
-s
-e
-t
Sig-Cancelled
Sig-Cancelled [-s formName] -e requestID [-t processName]
[-1 {0|1}]
This command performs cancellation processing on a signature line that has been
marked Cancelled. The request can be in any active state (Pending, Hold, More
Information, Error) for this operation to be performed. The signature line is
cancelled and the process performs the appropriate actions, depending on whether
other signature lines are active.
Table B-15: Sig-Cancelled command parameters
Parameter Description
-s
-e
-t
-1
The default value is 0, in which case the related signature lines are not
cancelled.
If you supply 1, the related signature lines are also cancelled.
For example, signatures are created for two people, Allen and Bob, in an ad
hoc manner, with the All Must Sign option. When Sig-Cancelled is used
to cancel Allens signature with the -1 parameter values:
189
Sig-Notify
Sig-Notify [-s formName] -e requestID [-1 numNotifications]
-e
-1
Sig-Notify-Change
Sig-Notify-Change -s formName -e requestID [-t processName]
190
Sig-Notify-State
Sig-Notify-State -s formName -e requestID [-t processName]
[-1 numNotifications] -2 {0|3|4|6|otherState} [-3 {0|1}]
-e
-t
-1
This parameter specifies the numeric value of the state the notification is for.
-3
191
Sig-Reassign
Sig-Reassign [-s formName] -e requestID [-t processName]
{-o shortApproverList | -l longApproverList}
This command reassigns the signature line to another approver list by using either
the -o (for an approver list less than 255 characters) or -l option. The signature line
must be in an active state (Pending, Hold, More Information, Error) for this
operation to be performed.
Table B-19: Sig-Reassign command parameters
Parameter Description
-s
-e
-t
-o
-l
Sig-Rejected
Sig-Rejected [-s formName] -e requestID [-t processName]
This command is issued when a signature line is changed to Rejected. It marks the
associated detail line as Rejected.
Table B-20: Sig-Rejected command parameters
Parameter Description
192
-s
-e
-t
Update-Config
Update-Config -t settingLabel [-o settingValue]
-o
For the approval notification setting, not specifying this parameter resets all
options to their default values. Otherwise, only the option that is defined in
the settingValue parameter is reset.
For the debug mode setting, other debug options can be defined, and if they
are, this setting takes effect. However, if only 0 or 65536 (the setting for
approval debugging) is set, then only that flag is changed, and other
settings remain as they are in the file.
Note: The approval server immediately applies the changes in settings that are
not start-up-only.
193
194
Appendix
Worksheets
The worksheets in this section are intended to assist you in designing the various
components of BMC Remedy Approval Server (approval server). Reproduce the
worksheets as needed.
The following topics are provided:
Appendix C
Worksheets
195
Process worksheets
The following process worksheets help you set up your process and escalations:
Defining a process
You can print one or more of these worksheets at a time on separate pages, and use
them as checklists when setting up your processes and escalations.
Defining a process
Use this worksheet to help you design a process.
Process Name
Form
Type
Request Owner Field
First Approver Field
Approval Success
No more approvals
Completion rule
If Multiple
Approvers
Anyone
Approver
Assign to
Owner If
Approver
Validate Approvers?
Yes
No
Require Password?
Yes
No
196
First Interval
Unit
Repeat Interval
Unit
Process worksheets
Signature escalations
Use the following worksheets to help you set the Notification parameters on the
Process form.
Unit
o Pending
o Approved
o Rejected
Unit
Repeat Interval
Unit
Unit
Repeat Interval
Unit
Unit
Repeat Interval
Unit
Unit
Repeat Interval
Unit
Unit
Repeat Interval
Unit
Appendix C
Worksheets
197
Unit
o Pending
o Approved
Unit
Repeat Interval
Unit
Unit
Repeat Interval
Unit
Unit
Repeat Interval
Unit
Unit
Repeat Interval
Unit
198
First Interval
Unit
Repeat Interval
Unit
o Rejected
Process worksheets
Unit
o Pending
o Approved
o Rejected
Unit
Repeat Interval
Unit
Unit
Repeat Interval
Unit
Unit
Repeat Interval
Unit
Unit
Repeat Interval
Unit
Unit
Repeat Interval
Unit
Appendix C
Worksheets
199
Rule worksheets
Use the following worksheets to help set up your rules:
o Value
o Query
o SQL
From Form
On Server
Server
Qualification
Set Field
200
Value
o Process
o Other
Rule worksheets
o Value
o Query
o SQL
o Process
o Other
o Process
o Other
From Form
On Server
Server
Qualification
Set Field
Value
o Value
o Query
o SQL
From Form
On Server
Server
Qualification
Appendix C
Worksheets
201
o Value
o Query
o SQL
o Process
o Other
From Form
On Server
Server
Qualification
Set Field
Value
o Return Error
o clear
If Multiple
Approvers
Next Approver
Rule Is
o Additive
o Ending
o Exclusive
o clear
o clear
Run If Statement
Set Fields Type
o Value
o Query
o SQL
From Form
On Server
Server
Qualification
Set Field
202
Value
o Process
o Other
Rule worksheets
o Value
o Query
o SQL
o Process
o Other
From Form
On Server
Server
Qualification
Set Field
Value
o Return Error
o clear
If Multiple
Approvers
Next Approver
Rule Is
o Additive
o Ending
Guaranteed Add o No
o clear
o Exclusive
o clear
o Yes
Run If Statement
Set Fields Type
o Value
o Query
o SQL
o Process
o Other
From Form
On Server
Server
Qualification
Set Field
Value
Appendix C
Worksheets
203
o Value
o Query
o SQL
o Process
o Other
o Process
o Other
From Form
On Server
Server
Set Field
Value
o Value
o Query
o SQL
From Form
On Server
Server
Set Field
Value
Completion rules
Rule Name
Purpose
For Process
Rule
204
Rule worksheets
o Approved
o Value
o Rejected
o Query
o Cancelled
o SQL
o Process
o Error
o Other
From Form
On Server
Server
Set Field
Value
Appendix C
Worksheets
205
206
Appendix
Approval forms
This section describes all the BMC Remedy Approval Server (approval server)
forms and their fields.
AR System administrators, process administrators, and approvers can access the
most important approval server functionality in the Approval Central and
AP:Administration forms. For example, the best practice is to use
AP:Administration to access the AP:Server Settings and AP:Admin-Rename
forms, rather than opening the helper forms independently.
The following topics are provided:
Appendix D
Approval forms
207
Administration forms
Administration forms are used either by approval administrators to manage
process settings, or by the approval server to manage data.
AP:AdhocDetails
This form stores the information entered through AP:AdhocDialog. See
AP:AdhocDialog on page 263.
Figure D-1: AP:AdhocDetails form
Description
Name
Sequence
If Multiple
Independent
208
Signature ID
Detail ID
Process Name
Administration forms
Description
Form Name
The application request form through which the request was created.
Current
Sequence
Application
Request ID
Locked
For more information, see Using a custom ad hoc dialog box with the approval
server on page 171.
AP:Administration
Process administrators use this form to create and modify the records that make
up approval processes. See Using the approval server Administration form on
page 24.
Figure D-2: AP:Administration formProcess tab
Appendix D
Approval forms
209
Description
Use the menu to limit the display list to items associated with the
selected process. This field is not active for the Role and Form
categories.
Process, rule,
notification, role,
form, administrator,
alternate
Click a tab to display a list of items of that type. This also selects
which category of items is used when you click the buttons on this
form.
View
Search
Click this button to open a search form for items of the category
determined by the current tab.
Create
Delete
Refresh
Server settings
Click this link in the navigation pane to open the Server Settings
form. See AP:Admin-ServerSettings on page 212.
Rename
Click this link in the navigation pane to open the AP:AdminRename form. See AP:Admin-Rename on page 210.
AP:Admin-DeleteVerify
This dialog box appears when a process administrator tries to delete an entry in
AP:Administration. The entry could be a process, rule, notification, role, form,
another process administrator, or an alternate approver.
You can delete only one entry at a time. When you select a process and click Delete,
the dialog indicates that if you proceed, the associated rules, notifications, and
administrators are also deleted.
Click Yes to delete the entry. The corresponding record in AP:QuestionComment-Info is deleted.
AP:Admin-Rename
This dialog box appears when a process administrator selects Rename in the
navigation pane of the Administration form.
210
Administration forms
Description
Select the type of object Select Process to rename a process, or Form to rename a form.
to be renamed
Select the form to be
renamed /
All Requests renames all detail records for current and past
approval requests associated with the form or process.
Only Active Requests renames detail records only for
currently open approval requests associated with the form or
process.
Select this check box to include the form or process you are
renaming.
Deselect this check box if you have already renamed the form
or process manually, and are now renaming the associated
requests.
Rename
Cancel
Appendix D
Approval forms
211
NOTE
If you renamed a process manually instead of using the Rename dialog box, the
Rename command will not change names of attached rules. You must restore the
process name manually and rename the entire process. Or you can rename all the
attached rules using the Rename dialog box.
AP:Admin-ServerSettings
Process administrators use this form to change server settings for the approval
server. To open this form, select Server Settings in the navigation pane of the
AP:Administrator form.
Basic tab
Figure D-4: AP:Admin-ServerSettings formBasic tab
Description
Logging Settings
Approval Debug Mode Select this check box to enable approval server logging.
Log File Name
212
Type the directory path and file name for the log file.
Administration forms
Description
Other Settings
Definition Check
Interval
Due-Soon Interval
Type the duration after which approval requests that are due for
action should be highlighted on Approval Central. Use the
adjacent drop-down list to specify whether this duration should
be measured in hours or days.
This interval is subtracted from the value of the Automatic
Action interval defined at the process level. Accordingly,
requests are displayed as due-soon approvals on Approval
Central. For more information, see Approval Central on
page 255.
For example, if the process states that the automatic action
interval for a request is five days, and the Due-Soon Interval is
four days, the request appears as a due-soon approval for the
relevant approver one day before the automatic action is due.
Recent History Interval Type the duration within which a user can see in the recent
history an approval request that was submitted or acted upon.
Select the unit of measurement (Hours or Days) using the
adjacent drop-down list.
This affects My Recent Approvals on Approval Central. See
Approval Central on page 255.
Click Save to apply your changes, Reset to reload the form with the previously
stored values, and Close to close the dialog box without saving any changes.
Appendix D
Approval forms
213
Notifications tab
The Notifications tab allows you to enable or disable notifications for various
approval server events.
Figure D-5: AP:Admin-ServerSettings formNotifications tab
You can specify whether or not to send notifications on the following events:
New Signature
Approve
Reject
Alternate Approve
Alternate Reject
Override Approve
Override Reject
Global Approve
Global Reject
Reassign
Error
Cancel
More Info Return
Reject by /at Later Level
Cancel at Later Level
Reject by Another Approver
Hold
More Info
Change After Approval / Approved
Before Reassign
When any of these event types occur during an approval process, the approval
server acts according to the following choices:
To use notifications, you must define the specific notifications for each process in
the AP:Administration form.
214
Administration forms
Escalations tab
Figure D-6: AP:Admin-ServerSettings formEscalations tab
Description
Still Active
AP:Customize-SourceID
The AP:Customize-SourceID dialog box appears when you click the Customize
link on the Basic tab on AP:Form. This dialog enables you to specify the application
form that opens when users click the Request ID link on Approval Central.
Appendix D
Approval forms
215
AP:Detail
The AP:Detail form holds all data about an approval request. You can use this form
to determine the status of a request, and to see a history of activity on the request
for any approval process. In addition to the fields described in this section, the
AP:Detail form also includes hidden Currency, Date, and Time fields to store
temporary results during workflow. For example, Currency Field 1 and Currency
Field 2 are temporary fields of the currency type.
Figure D-7: AP:Detail form
216
Field
Description
Application
Request
Process
Comments
Priority
Submitter
Status
This field contains an audit trail of date, time, and approver for
actions taken on this request. This information is part of the
permanent record for this request.
Global Approve
Administration forms
Description
Global Reject
Assignee Group
Permissions
The AR System populates this field with the Assignee Group for
the request. This field supports the multi-tenancy feature.
Process Instance ID
The AR System populates this field with the GUID for the
process associated with the request.
AP:Detail-Signature
AP:Detail-Signature is a join form that combines data from the AP:Detail and
AP:Signature forms. You link this form to your applications approval request
form to create a three-way join when you add approvals to your application. The
approval server uses this form for internal processing. The visible fields of this
form appear by default in the three-way join form, which displays request details.
To open the three-way join form, click Source ID on Approval Central, and click
the Show Signatures button (if implemented) on the application form that appears.
In addition to the fields described in this section, the AP:Detail-Signature form also
includes many hidden fields used to store temporary results during workflow.
Figure D-8: AP:Detail-Signature form
Appendix D
Approval forms
217
Description
Approval Status
The AR System populates this field with the current status for
the signature record.
Password
Approval Priority
Comments
Next Approvers
If Multiple Approvers
218
Reassign To
Approvers
This field contains an audit trail of date, time, and approver for
actions taken on this request. This information is part of the
permanent record for this request.
Administration forms
Description
Assignee Group
Permission
The AR System populates this field with the Assignee Group for
the request. This field supports the multi-tenancy feature.
For Application
For Request
For Process
Submitter
The AR System populates this field with the name of the person
who submitted the request.
Approver Signature
This field records the AR System user name of the approver who
has responded for this signature line. The name appears only
after an authorized person modifies the Approval Status field.
Alternate Signature
More Information
Show Details
More information
AP:DynamicLabels
This form enables you to set locale-specific labels for four fields on the AP:ShowDetail form. The default labels for these fields are GL Account, Cost Center, Total
Cost, and Phase, respectively.
Figure D-9: AP:DynamicLabels form
Appendix D
Approval forms
219
Description
Application
Process
Select the process for which you want to customize the field labels.
Locale
Provide labels for the fields 14508, 14509, 14510, and 14511, and click Save.
For information about where these labels appear, see AP:Form.
AP:Form
This form is linked to the Form tab of AP:Administration. Process administrators
use this form to attach approval request forms to the approval server.
Basic tab
Figure D-10: AP:FormBasic tab
220
Field
Description
Form Name
Lookup Keyword
Administration forms
Description
Used By
Approval Reporting
Assignee Group
Permission
The AR System populates this field with the Assignee Group for
the request. This field supports the multi-tenancy feature.
Search
Save
Close
Advanced tab
The Advanced tab enables Process administrators to define field mappings for a
request form at the application level. These mappings are not mandatory.
Figure D-11: AP:FormAdvanced tab
Appendix D
Approval forms
221
The fields on this form are reserved field IDs in the approval server. You can map
them to other fields on the application forms by using the corresponding menus.
The values from the mapped fields are displayed on Approval Central and
AP:Show-Detail. Table D-10 describes where these values appear.
Table D-10: Fields on AP:FormAdvanced tab
Field
Description
Application Request
ID
Requestor
Field 1 {14506}
Field 2 {14507}
Currently, the approval server does not use Field 2. This field
was used in releases earlier than 7.5.00 to display certain fields
on the approval console.
Field 3 {14508}
Field 4 {14509}
Field 5 {14510}
Field 6 {14511}
The values from the mapped fields are displayed in the top panel
on AP:Show-Detail.
For example, for a request of the Lunch Scheduler sample
application, these values appear against the following labels:
P-C GL Account
P-C Cost Center
P-C Total Cost
P-C Phase
Field 7 {14512}
The value from the mapped field is displayed in a tool tip that
appears when you hover on a request on Approval Central.
Field 8 {14513}
The value from the mapped field is displayed in the Notes field
for a request on Approval Central.
Field 9 {14514}
Define Labels
Click to define labels for the fields 14508, 14509, 14510, and
14511, for various applications, processes, and locales.
The AP:DynamicLabels form appears. See AP:DynamicLabels
on page 219.
222
Administration forms
NOTE
Changing the field mappings on this form only affects new requests. The older
requests retain their original field values.
For information about the Administrative Information tab, see Administrative
Information tab on page 267.
AP:Notification
Process administrators use this form to create and modify notifications sent by
approval processes. This form opens from when you click View or Create from the
Notification tab of AP:Administration.
Basic tab
Figure D-12: AP:Notification formBasic tab
Description
Notification name
Process name
Select the process name from the list. The process must already
exist.
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Description
Status
Process Instance ID
Notify On
Use the drop-down list to select the type of event that will trigger
this notification.
Note: If you choose Error, the notification is sent only if the status
The AR System populates this field with the Assignee Group for
the request. This field supports the multi-tenancy feature.
Qualification
Search
Save
Close
Details tab
Figure D-13: AP:Notification formDetails tab
224
Administration forms
Description
Method
Subject
Type a subject line for the notification message. You can select
AR System variables from the list.
Additional Fields
Message
Type the message text for the notification. Use the drop-down list to
include AR System variables in the message text.
Priority
Email tab
Figure D-14: AP:Notification formEmail tab
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Description
Fields
Each field on this form includes the Fields button. Use this menu
to select fields from the approval server forms when completing
each field, if appropriate.
Keywords
Each field on this form includes the Keywords button. Use this
menu to select AR System key words when completing each
field, if appropriate.
Mailbox name
From
Reply To
CC
BCC
Organization
Header
Enter the names of templates to use for the header of the email
notification. You can enter the name of the template directly, or
enter a field reference or keyword to retrieve a template name.
Content
Enter the names of templates to use for the content of the email
notification. You can enter the name of the template directly, or
enter a field reference or keyword to retrieve a template name.
Footer
Enter the names of templates to use for the footer of the email
notification. You can enter the name of the template directly, or
enter a field reference or keyword to retrieve a template name.
AP:Preview Data
This form stores intermediate data that is used to generate the multi-process
preview for an approval request. See Multi-process preview on page 170.
The field values correspond to the input parameter values of the GenerateMulti-Process-Preview command. See Generate-Multi-Process-Preview on
page 186.
226
Administration forms
Description
Process List
Phase-Process List
AP:PreviewInfo
The approval server uses this form to store preview data when the process is
configured to generate previews. Process administrators can use this form to
preview all the approvers assigned to work on an approval request.
You must enter data into all the visible fields to search the AP:PreviewInfo form.
See Configuring previews on page 33.
Figure D-16: AP:PreviewInfo form
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Description
Request/Ticket
Number
Single/Multi Process
Retrieval Type
Application Form
Name
AP:PreviewSignatures
The AP:PreviewSignatures form keeps track of signature entries generated as part
of the approval preview feature (except for real-time preview).
NOTE
The approval server uses this form internally, and users must not use this form to
create records manually.
When a signature or detail record-related application command is submitted, the
approval server creates signatures of future approvers in the chain if the Generate
Preview field for the process definition is set to one of the following:
On Request Only
On Start of Process
228
Administration forms
Description
Approval ID
Approval Status
Approvers
AP:Process Administrator
The AP:Process Administrator form opens when you click View or Create on the
Administrator tab in AP:Administration. AR System administrators and process
administrators use this form to create, delete, and modify the abilities of other
process administrators. See Configuring process administrator capabilities on
page 26.
Figure D-18: AP:Process Administrator formProcess Administrator tab
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Description
Individual
Authority
Notify Method
Covering
Process Name
Status
230
Search
Save
Close
Administration forms
NOTE
The first process administrator must be created by your AR System administrator.
AP:Process Definition
This form opens when you click View or Create on the Process tab of
AP:Administration. Process administrators use this form to create and modify
approval processes. See Using the Process tab on AP:Administration on page 98.
Basic tab
Figure D-19: AP:Process Definition formBasic tab
Description
Process
Enter a name for this process. Process names must be unique and
must have no more than 254 characters (including spaces). It is
helpful to make the name descriptive of the processs function.
Form
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Description
Type
Parent-Child
Level
Ad Hoc
Rule-Based
232
Administration forms
Description
Type
Parent-Child
Level
Ad Hoc
Rule-Based
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Description
Generate Preview
234
Administration forms
Description
This menu lists all the fields on the application form. Select a
field that contains user names.
The users from the selected field are excluded from the list of
approverstheir signatures are not createdfor a request of
this process type.
If the selected field contains a role:
Note: The check for excluding users from the list of approvers is
Appendix D
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Description
Approval Success
If Multiple Approvers
236
Administration forms
Description
This field specifies how the approval server determines the next
approver, when the requester is not the person who submitted
the approval request (for example, when an assistant enters an
approval request on behalf of someone else).
Select from the available options:
Validate Approvers
This field tells the approval server whether to verify the value in
your next approver field with a Validate Approver rule when
creating a request.
Select from the available options:
Require password
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Description
Assignee Group
Permissions
The AR System populates this field with the Assignee Group for
the request; the Public group is selected by default. The approval
server uses this field to support multi-tenancy for use by
application service providers.
If you use this field for multi-tenancy support, create workflow
to populate this field with the correct assignee group name. You
do not need to change this setting when creating the rule.
The ID of this field is 112, and it appears on all approval server
forms. The field 112 value from records created in the AP:Detail
form is used automatically in all the other approval server forms
(for example, AP:Signature, AP:More Information, and so on).
See Error 333 and Assignee Group Permission on page 284.
Ad Hoc Settings
Ad Hoc Form
Retrieving first
This field determines the course of action in case the approval
approver failed, error? server fails to retrieve the first approver for a request.
238
Yes(Default) Set the state of the request to Error and add the
error details to the audit trail.
NoSet the state of the request to Pending. Later, if Add-Sig
is fired for that request, the same AP:Detail record is used.
Search
Save
Close
Administration forms
The execution of Self Approval rulesThe value of this field is compared with
the current users name, and if they match, the rule is executed, otherwise it is
skipped.
Finding the first approval in the approval chainIn the Parent-Child, Level,
and Rule-Based process types, the first approver in the chain is completely
dependent on the name of the person stored in the field mapped to AP:Process
Definition > Request Owner Field. The Request Owner Field must contain a
valid entry in the approval lookup form (for example, AP-Sample:Signature
Authority is the lookup form for the Lunch Scheduler sample application).
To set an appropriate value for Request Owner Field, a process administrator
should consider the following:
Does this field store the name of the person defined in the approval lookup
form?
Is the organizational structure for this user defined in the approval lookup
form?
The value of Request Owner Field is not considered when finding the first
approver in an ad hoc process, because the requester is responsible for
specifying all the required approvers.
The field with the ID 10001 should be used to hold the login name.
The field with the ID 10002 should be used to capture the full name, which could
be generated by any means.
Create a filter on this form, which executes on a service action. This filter should
use the data in the first field (10001) as input to generate the corresponding full
name and set that in the second field (10002).
See Full Name on page 254.
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Configuration tab
Figure D-20: AP:Process Definition formConfiguration tab
Description
Process Intervals
These fields are used to determine the action date for signatures on a request pertaining
to this process. See Action date for a process or signature on page 80.
Process Due
Enter a number in the Interval field and the select the Unit of
measurement. This specifies the total duration in which the
process is due.
Signature Due
Enter a number in the Interval field and the select the Unit of
measurement. This specifies the total duration in which each
signature for the process is due.
Note: If you enter a value more than what is specified in Process
240
Enter a number in the Interval field and the select the Unit of
measurement. This buffer period is considered as a delta to be
deducted from all process intervals, except Signature Due, when
computing the action date.
Administration forms
Description
Enable Preview
Select the menu from which to derive user names for the
corresponding operations.
The selected menu determines the list of users that appears when
a user creates a More Information request (by adding a question
or comment), or chooses to reassign a request, or to assign a
request to an ad hoc approver.
If you do not specify a menu for any of these operations, users do
not have the option of choosing names from a user list; they can
continue with the operation by entering login names manually.
Rejection Justification
Require Justification
on Rejection
Justification Field
If you do not select a field from this menu, the approvers input
is stored in the Justification field (ID 14518) on AP:Signature and
as a comment of the Justification type on AP:QuestionComment-Info. See AP:Rejection Justification on page 271.
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The three tabs (Normal, Urgent, and Low) on the Signature Escalation tab contain
identical fields.
Table D-20: Fields on AP:Process DefinitionSignature Escalations tabs (Sheet 1 of 2)
Field
Description
Use schedules
Business calendar
Holiday calendar
Automatic action
After Interval
Type a numeric value for the amount of time to pass before this
action is taken. For example, type a 2 for two hours or two days.
The unit is determined in the next field.
Note: This is called the Automatic Action interval, which is used
242
Select the unit of Hours or Days as the unit for the interval in the
previous field.
Administration forms
Description
Change State
Use the drop-down list to select the status you want to force on
this request if no activity occurs in the interval defined in the two
preceding fields.
Leave this field and the preceding two empty if you do not want
the status of a request changed automatically.
Note: This reflects on AP:Show-Detail > Action Date field and
Approval Central > Action Date column. See AP:ShowDetail on page 271 and Approval Central on page 255.
Notification: Still Outstanding
First Interval
Type a numeric value for the amount of time to pass before this
notification first occurs.
Note: This is one of the Escalation intervals, which is used to
Select the unit of Hours or Days for the interval in the previous
field.
Note: This reflects on Approval Central > Past Due requests >
Type a numeric value for the amount of time to pass before this
notification recurs. For example, type a 2 for two hours or two
days. The unit is determined in the next field.
Unit
Select the unit of Hours or Days for the interval in the previous
field.
First Interval
Type a numeric value for the amount of time to pass before this
notification first occurs. For example, type a 2 for two hours or
two days. The unit is determined in the next field.
Note: This is one of the Escalation intervals, which is used to
Select the unit of Hours or Days for the interval in the previous
field.
Repeat Interval
Type a numeric value for the amount of time to pass before this
notification recurs. For example, type a 2 for two hours or two
days. The unit is determined in the next field.
Unit
Select the unit of Hours or Days for the interval in the previous
field.
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Description
Use schedules
Business calendar
Holiday calendar
Type a numeric value for the amount of time to pass before this
action first occurs. For example, type a 2 for two hours or two
days. The unit is determined in the next field.
Unit
Select the unit of Hours or Days for the interval in the previous
field.
Repeat interval
Type a numeric value for the amount of time to pass before this
action recurs. For example, type a 2 for two hours or two days.
The unit is determined in the next field.
Unit
Select the unit of Hours or Days for the interval in the previous
field.
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Administration forms
AP:Question-Comment-Info
The approval server uses this form internally to store additional information that
requestors and approvers provide about requests.
Table D-22 describes the data stored in this form and the source of that data.
Table D-22: Records in AP:Question-Comment-Info
Record type
Source field
Question
Comment
Justification
This form also stores the text from the following sources:
Form
Field
AP:More Information
Response
AP:Show-Detail
Application form
Response
Notes
AP:Reserved Word
Process administrators use this form to create keywords and functions for
approval processes.
Figure D-23: AP:Reserved Word form
Appendix D
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245
Description
Name
Name Type
Assignee Group
Permissions
Select the name of the special control group for you want to have
row-level permissions.
AP:Role
The AP:Role form opens when you click View or Create on the Role tab of
AP:Administration. Process administrators use this form to create role definitions
for approval processes. See Defining roles on page 106.
Figure D-24: AP:Role formRole Information tab
Description
Role Name
If Multiple Approvers
This field is valid only if more than one entry exists in the
Member List field.
246
Administration forms
Description
Status
Member List
Type the AR System user name for each person who is a member
of this role. Use a semicolon (;) as a separator between names.
AP:Rule Definition
The AP:Rule Definition form opens when you click View or Create on the Rule tab
of AP:Administration.
Basic tab
Figure D-25: AP:Rule Definition formBasic tab
Process administrators use this form to create and modify rules for approval
processes. See Using the Rule tab on AP:Administration on page 110.
Table D-25: Fields on AP:Rule DefinitionBasic tab (Sheet 1 of 4)
Field
Description
Definition
Rule Name
For Process
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247
Description
Process Instance ID
Rule Type
Use the drop-down list to select the rule type. See Chapter 7,
Defining approval rules.
Order
Status
If Multiple Results
If Multiple Approvers
Next Approver Rule Is Use the drop-down list to select the behavior when multiple Get
Next Approver rules exist.
This field is usually used for a Rule-Based process that has a set
of Get Next Approver rules to build an approver list.
Assignee Group
Permissions
The AR System populates this field with the Assignee Group for
the request. This field supports the multi-tenancy feature.
See Error 333 and Assignee Group Permission on page 284.
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Administration forms
Description
Qualification
Run if
Get Authority
Get Authority Regular
Get Authority Self
Get Next Approver
Parameterized Get Next Approval Rule
Prep Get Next Approver
Signature Accumulator
Statistical Override
Validate Approver
Enter the qualification in the Run If field. Use the buttons and
drop-down list to help. See Using the Rule tab on
AP:Administration on page 110.
In addition, you can dynamically define the search criteria by
using the EXTERNAL keyword. When using the EXTERNAL
keyword, make sure you see fields using single quotes instead of
dollar signs, for example:
Submitter = John
Otherwise, if you enter:
$Submitter$ = John
the value from the current transaction will be returned:
John = John
Rule
Auto Approval
Self Approval
Completion Rule
Enter the qualification in the Rule field. Use the buttons and
drop-down list to help. See Using the Rule tab on
AP:Administration on page 110.
In addition, you can dynamically define the search criteria by
using the EXTERNAL keyword. When using the EXTERNAL
keyword, make sure you see fields using single quotes instead of
dollar signs, for example:
Submitter = John
Otherwise, if you enter:
$Submitter$ = John
the value from the current transaction will be returned:
John = John
Audit text
This field appears for Auto Approval and Self Approval rules.
Type the text you want to appear in the permanent record for the
request whenever this rule executes. Use the drop-down list to
select keywords to include in your audit trail message.
Appendix D
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249
Description
Rule State
This field label appears for Approval Process Done rules. Select
one or more rule conditions from among the radio buttons.
The options are:
Approved
Rejected
Cancelled
Error
The rule executes when the approval detail record moves to the
selected state.
Guaranteed Add
Search
Save
Close
250
Administration forms
Description
Select an item from the drop-down list to specify how the rule
should populate this field type. The options are: Value, Query,
SQL, Process, and Other.
From Form
For a query, select the name of the form that contains the data to
retrieve.
On Server
Use the drop-down list to select the server that contains the form.
Server
Separator string
Qualification
Query builder buttons The Fields from Set Fields Form, Fields from Application Form,
and other SQL keywords and operator buttons are available for
use only when you select a Set Fields type other than Value.
For example, choosing SQL causes Select, From, Where, and the
comma separator (,) buttons to appear so that you can construct
SQL statements easily.
SQL Command /
Qualification
Appendix D
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251
Description
Fields data
Field name
Value
AP:Signature
The AP:Signature form stores the signature lines for approval requests.
Administrators can use this form to review the responses to a request. However,
you should modify this information only through Approval Central.
Figure D-27: AP:Signature form
252
Administration forms
Description
Approval ID
Approvers
More Information
Approval Status
Next Approver
If Multiple Approvers
Alternate Signature
Approver Signature
The AR System populates this field with the user name of the
approver when the approver acts on the request.
Signature Method
Assignee Group
Permissions
The AR System populates this field with the Assignee Group for
the request. This field supports the multi-tenancy feature.
Full Name
Role ID
Appendix D
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253
In such a event, entries such as the following are recorded in the approval log:
<APPR> * Process option set to not validate user so no work needed
<APPR> Expanding roles for approver(s): SGP000000000082|CAB-Member
<APPR> Expanding roles for approver(s): SGP000000000084|CAB-Member
APPR> Dropping duplicate approver line for USER1;USER2;USER3;
<APPR> Dropping duplicate approver line for USER1;USER2;USER3;
You can safely ignore such log entries; the signature lines are dropped because the
approval server maintains only one signature line for an approver per request until
the associated process is active.
Full Name
The approval server uses the login name to search for the corresponding full name
when creating a signature entry. It first searches the User forms, and if they do not
have the full name information, it searches the custom form specified on
AP:Process Definition. This information is stored in the Full Name character field
(14201). See Full Name Form on page 239.
If there is no custom Full Name Form, or if the full name information is not found
through this form, the login name is used as default.
Setting the full name on a signature line is a one-time activity; this value is not set
at run time. The full name provided at the time of signature line creation stays
constant. When upgrading to release 7.5.00 or later, if the Full Name value is not
available, it is set according to the current Full Name value from the related form.
If the Full Name value is required to be set dynamically, application developers
must write the appropriate escalations, because applications can fetch user
information from different forms, like the User form, CTM:People form, and so on.
Role ID
If a signature is created by expanding a role, the Role ID character field (14200)
stores the role ID of the source role, which was expanded to create the individual
signature line. The following situations could occur:
If a role has One Must Sign set to true, only one signature entry is created for all
the members belonging to the role. The related role ID is copied to the Role ID
character field.
If a role has All Must Sign set to true, the role ID is copied to each signature entry
that is created by expanding the role.
Depending on the process definition, the signature entries are created as follows:
254
When One Must Sign is defined at the process level, only one signature entry is
created, irrespective of the If Multiple Approvers setting at the role level. In this
case, the individuals defined as approvers and the individuals expanded from
the roles provided as approvers appear in a single signature entry. Role IDs for
all the roles in the approvers list are put in the newly added field on the
AP:Signature form for the corresponding signature.
User forms
When All Must Sign is defined at the process level, multiple signatures are
created according to the If Multiple Approvers setting at the role level. In this
case, each signature entry contains the role ID that was responsible for creating
the entry by expanding the individuals in the role.
The Role ID field remains blank for individuals in the approvers list.
The Role ID field can have a single role ID or multiple roles IDs based on the
definitions. All role IDs are enclosed between semicolons.
See the Configuration Guide, Using the old Business Time forms, page 240.
User forms
User forms are used by submitters, approvers, process administrators, and so on.
Approval Central
The Approval Central form, which acts as the approval server console, appears
when you log in to AR System and click the Approval Central link on the home
page. This link is localized.
TIP
The localized link is visible only if the Localize Server option is enabled on the
Advanced tab of the AR System Administration: Server Information form. See the
Configuration Guide, Server InformationAdvanced tab, page 123.
Appendix D
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255
NOTE
The Approval Central view is not supported on 7.0.01 or earlier versions of
AR System clients. When Approval Central is opened in version 7.0.01 of
BMC Remedy Mid Tier or BMC Remedy User, a warning message is displayed
and the counts against the links in the left pane are not displayed.
Approvers use Approval Central to respond to approval requests, and to access
request details. Requesters use it to access More Information requests sent to them.
See Chapter 3, Processing approval requests.
Figure D-28: Approval Central form
Approval Central enables you to quickly review the approval requests awaiting
your attention. These could be direct requests or requests for which you act as an
alternate approver. You can approve, reject, hold, or view the details of a pending
request using the appropriate buttons provided at the bottom of the form. You can
reassign a pending request only if the Can Reassign option for the corresponding
approval process is set to Yes in AP:Process Definition.
When you open Approval Central, the Pending Approvals table appears by
default, and it displays requests that have the Pending, Hold, or More Information
status.
256
User forms
The left pane contains two sections: Approval Tasks and Action Menu. Clicking a
link in these sections displays a corresponding panel in the right pane.
Approval Tasks
The links in this section correspond to pre-defined searches. A table in the
corresponding panel on the right displays the search results. See Approval Search
Result table on page 259.
Table D-28: Fields on Approval CentralApproval Tasks section
Field
Description
Needs Attention
Pending Approvals
Past Due
Click to view the requests whose Action Date has passed. The
Past Due Approvals table displays requests having the Pending,
Hold, or More Information status.
For more information about the Action Date, see step 5 and
step 6 of theTo enter signature escalations section.
Due Soon
Rejected by Others
Click to view the requests that you approved earlier, but are
rejected by an approver further in the approval sequence.
This is a pre-defined search, the results of which appear on the
right pane in the Approvals Rejected by Others panel.
Approval forms
257
After you respond to a question or view the answer to a question you raised, the
state of the request changes from More Information to Pending.
Action Menu
Table D-29: Fields on Approval CentralAction Menu section
Field
Description
My Recent History
Search My Approvals
My Alternate
Approvers
The right pane displays the appropriate panels when you click the links in the
Approval Tasks or the Action Menu sections in the left pane. You can expand or
collapse these panels using the arrow icon next to the panel title.
Approval Search
Enables you to specify criteria for searching through approval requests. Select or
enter field values in this section of the form to search for requests and display the
results in the Search Results table.
Figure D-29: Approval Central formApproval Search section
258
User forms
Description
Application
Process
Acting As
Select a value from the list to search for requests with the
selected type of approver authority. The default is Myself.
If you choose All and perform a search, the resulting list
contains the same requests that appear when you click the
Pending Approvals link.
User
Approval Status
Select an approval status from the list to search for requests with
the selected status. The default is Pending.
Requester
Summary
Enter one or more words in the summary that you want to search
for.
Action Date
Priority
Modified Date
Select the date on which the requests you want to search for were
last modified.
Search
Click to perform the search after you specify all the required
criteria.
Clear All
Appendix D
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259
The second untitled column contains check boxes that you can use to select the
corresponding requests. Use the check boxes to select multiple requests on which
you want to perform similar actions.
Clicking on a row, without using the corresponding check box, will select that row
and deselect everything else. Click the Select All or Deselect All buttons to select or
deselect all the requests in this table. See Working with multiple pending
requests on page 261.
Table D-31: Fields on Approval CentralApproval Search Result table (Sheet 1 of 2)
Field
Description
Action Date
The date on or before which, if you do not act upon the request,
either you receive a notification that it is still outstanding, or the
state of the request is changed automatically.
This is applicable only to those requests where Notification:Still
Outstanding, or Automatic Action, or both are configured in the
corresponding AP:Process Definition form. The Action Date is
calculated as the least of these two values, if both are specified.
See Signature Escalations tabs on page 242 and step 5 of the
To enter signature escalations section.
Summary
260
Requester
Acting As
Priority
Application
Status
User forms
Description
Preferences
Click to set the preferences to display items in this table. You can
choose to display or hide a column, set the refresh interval, and
reset or save the display settings.
Justification For Action Enter some meaningful text in this field to be recorded as a
justification for your action, and click Reject. An entry is added
to the Activity Log table.
If you click any other action button, this field is ignored.
For information about how your input is processed, see
Rejection justification for approval requests on page 40.
NOTE
Multiple row selection does not work for requests of the Needs Attention category.
You can select multiple requests and approve, reject, hold, or reassign them
together. Upon clicking the appropriate action button, a guide runs through the
individual requests and performs the actions. If one or more of the associated
processes mandate passwords, you are prompted to provide it, only once, before
the action is performed.
Set Refresh IntervalClick to open a dialog box that allows you to specify the
duration (in minutes) after which the table is automatically refreshed.
ResetClick to revert any changes you made to the appearance of the table, or
the refresh interval.
SaveClick to save any changes you made to the appearance of the table or the
refresh interval. These changes are saved only for the current session and are not
persistent, which means they are not retained when you log out and log in again.
Appendix D
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261
Action buttons
You can select one or more requests on Approval Central and click the appropriate
buttons to perform the desired actions. The buttons are disabled only if there are
no requests to be selected.
Selecting one or more requests enables all the action buttons irrespective of the
status of the request. If a certain action can not be performed on a selected request,
one of the following occurs:
Clicking the action button has no effect. For example, if you select a request that
is on hold, clicking the Hold button will have no effect.
Clicking the action button displays an error message and the request remains
unchanged. For example, if you select an request with the Approved, Rejected,
or Error status and click either Approve, Reject, Hold, or Reassign, the following
error message is displayed:
Select atleast one row with appropriate status to perform the
buttonLabel action. (ARERR errorNumber)
Description
Approve
Reject
Hold
Reassign
means that all the selected requests are assigned to the same
person. Validation for the user name entered in the dialog box
is not provided out-of-the-box.
View Details
262
User forms
Description
Source ID
Activity Log
When you click any of the Approve, Reject, Hold, or Reassign buttons, a dialog box
prompts you to enter your password. The statuses of the selected requests are
changed only if you provide a valid password, otherwise an error is displayed.
AP:AdhocDialog
This dialog box appears when you click the Adhoc button on the AP:Show-Detail
form for a request. The appearance of this dialog box is dependent on the value of
the Ad Hoc Settings field on AP:Process Definition; it appears only if the Default
option is selected. However, if the approval administrator selects the User Defined
option, the custom dialog box for the corresponding form is displayed.
AP:AdhocDialog shows the list of existing ad hoc approvers, if any, and enables
you to add to or remove from this list. If the table contains multiple rows, the first
row is selected by default.
Appendix D
Approval forms
263
Description
Name
Select a name from the user list or enter the name of a new ad hoc
approver. You can also specify multiple ad hoc approvers by
typing their names separated by semicolons.
If you select a row in the following table, the corresponding
approver name appears in this field, but you can modify and
save it.
Sequence
If Multiple Approvers
Independent
Preferences
Click to set the preferences to display items in this table. You can
choose to display or hide a column, set the refresh interval, and
reset or save the display settings.
Note: This menu is available on the mid tier only.
264
User forms
Description
Refresh
Add
Modify
Select a row that you have not yet saved, and click to modify the
details of the corresponding ad hoc approver.
Note: This button remains disabled when you select rows that
Select one or more rows using the corresponding check box and
click to delete the association of the corresponding ad hoc
approvers with the current request.
Save
Select one or more rows using the corresponding check box and
click to save the new ad hoc approvers to the AP:AdhocDetails
form.
Note: Even though a row is added to the table, it is not saved until
Click to close the dialog box; if there are any unsaved records in
the table, you can confirm whether to return to the dialog box
and save them or ignore them and close the dialog box.
If you make any changes to the list of ad hoc approvers, the
contents of the Approver tab reflect the same.
NOTE
After you add an ad hoc approver at the current level and save the record (the data
is saved in AP:AdhocDetails), you cannot modify it. If you need to make changes,
delete the existing ad hoc approver record and create a new one.
You can modify the record of an ad hoc approver who is assigned for a future level.
Appendix D
Approval forms
265
AP:Alternate
Approvers use this form to create, delete, and maintain alternate approvers.
Description
Alternate
For
Type the AR System user name of the person for whom the
Alternate will substitute. The default is the current user.
Start Date
Open the calendar control and select the date and time when the
alternates authority begins.
End Date
Open the calendar control and select the date and time when the
alternates authority ends.
Notify Alternate
Settings form.
266
User forms
Description
Covering
Process
If you selected Specific Process, select the process for which the
alternate has authority.
Process Instance ID
Status
Search
Save
Close
Appendix D
Approval forms
267
Description
Alternate ID
Create Date
AR System populates this field with the date this alternate was
created.
Assigned To
Help Text
Change history
Last Modified By
AR System populates this field with the name of the person who
last modified this alternate.
AP:Dtl-Sig-MoreInfoDialog
This form appears when you click More Information on the AP:Detail-Signature
form, or Manage More Information on the three-way join forms in the sample
applications. When opened, it is populated with a list of More Information requests
related to the current approval request.
Figure D-33: AP:Dtl-Sig-MoreInfoDialog form
268
Field
Description
Existing More
Information records
Preferences
Click to set the preferences to display items in this table. You can
choose to display or hide a column, set the refresh interval, and
reset or save the display settings.
Refresh
User forms
Description
New Record
Open
Close
AP:More Information
This form contains More Information requests. It opens when you click New
Record or Open on the AP:Dtl-Sig-MoreInfoDialog form.
Figure D-34: AP:More Information form
Description
To
From
Application
Request
Question
Response
Assignee Group
Permission
The AR System populates this field with the Assignee Group for
the request. This field supports the multi-tenancy feature.
Appendix D
Approval forms
269
AP:Password
This dialog box appears when an approver clicks Approve, Reject, or Reassign on
Approval Central for a request whose process requires a password. An approver
must enter the correct AR System user password and click Submit. If the password
in authenticated, the request status is changed. Otherwise, an authentication error
is displayed and no action is taken on the request.
Table D-39: Fields on AP:Password
Field
Description
Submit
Enter the correct password to approve or reject the request, and click
to submit the password for authentication.
If authenticated, an Approve or Reject action occurs. If not
authenticated, AR System returns an authentication error.
Cancel
AP:Reassign
Figure D-35: AP:Reassign dialog box
This dialog box appears when an approver selects one or more approval requests
on Approval Central or opens AP:Show-Detail for a record, and clicks Reassign.
Select a name from the user list or enter the precise AR System login name of the
approver to whom you want to reassign the request, and click OK.
If the requests you selected belong to different processes, each of which have a
different menu configuration for the user list, the user list pertaining to the first
request is displayed. To choose from the appropriate user list for a request, work
with a single request at a time.
Click Cancel to close the dialog box without performing any action on the request.
270
User forms
AP:Rejection Justification
This dialog box appears when an approver selects one or more approval requests
on Approval Central or opens AP:Show-Detail and clicks Reject without entering
some text in the Justification For Action field.
Enter the justification for rejecting the request, and click OK.
When rejecting multiple requests simultaneously, the dialog box appears only
once. The same comment is added to the activity log of all the selected requests.
AP:Show-Detail
The AP:Show-Detail form displays all the data related to an approval request. This
data is fetched from the AP:Detail form.
For more information, see AP:Detail on page 216.
Appendix D
Approval forms
271
The P-C Phase, P-C GL Account, P-C Cost Center, and P-C Total Cost are generic
character fields, which application developers can use to show additional
character data. The labels of these fields can also be changed dynamically so that
the labels are in sync with the values. These labels are localized.
NOTE
Localized labels are visible only if the Localize Server option is enabled on the
Advanced tab of the AR System Administration: Server Information form. See the
Configuration Guide, Server InformationAdvanced tab, page 123.
The Action Date field indicates the duration after which the state of the approval
request is changed automatically or a notification is sent to the relevant approver
to act on the same. This occurs only if it is so defined in the process. For more
information, see AP:Process Definition on page 231 and Creating signature
escalations on page 101.
272
User forms
View a history of activities on a request for any approval process in the form of
a table or a flowchart.
Add and view questions, comments, notes, and attachments for further
information.
Description
Approver tab
Approve
Reject
Reassign
Hold
Adhoc
When you click any of the Approve, Reject, Reassign, Hold, or Adhoc buttons, a
dialog box prompts you to enter your password. The request status is changed, or
AP:AdhocDialog is displayed, only if you provide a valid password, otherwise an
error is displayed.
Appendix D
Approval forms
273
Approver tab
This tab displays a preview of the processes through which the current request
might traverse until it reaches the Completion Check stage.
Table D-41: Fields on AP:Show-DetailApprover tab
Field
Description
Preview Type: Current Click to see a preview of how the current request might traverse
Process Only
through the current approval process.
This preview is generated after the process begins (when the
detail and signature records for the current request have been
created).
Preview Type:
Multiple Processes
Zoom
Diagram.
Refresh
A legend at the bottom of this tab indicates the meaning of the status icons attached
to each signature in the preview.
NOTE
When the AP:Show-Detail form is viewed through versions earlier than 7.5.00 of
BMC Remedy User or BMC Remedy Mid Tier, the Preview Type option on the
Approver tab is unavailable (disabled).
Sequence diagram
The sequence diagram is a flowchart representation of the approval chain for the
current request. If you add or remove an ad hoc approver, or perform any other
action on the request, it is reflected in the flowchart immediately. If an approver
name is not available, the flowchart displays empty blocks in its place. The
flowchart displays only valid approvers.
274
User forms
The flowchart view is localized; its elements can be displayed in all languages
available with AR System.
NOTE
Localized data is visible only if the Localize Server option is enabled on the
Advanced tab of the AR System Administration: Server Information form. See the
Configuration Guide, Server InformationAdvanced tab, page 123.
The flowchart view is available out-of-the-box on AP:Show-Detail, which has two
related active links, namely, AP:Show-Detail-LoadObject and AP:Show-DetailHandleEvent.
To display a customized flowchart view on your own form, you need:
Two active links that accept three input values, namely, application request ID,
application form name, and detail ID. Providing the detail ID is optional.
NOTE
The DVF cannot be seen using Firefox 2.0.0.11 on Mac 10.4.11; this is an issue with
the browser.
The flowchart view is backward compatible with mid tier releases 7.1.00 and
7.0.01. You can use any version of BMC Remedy User to see the flowchart view for
an approval request, or view it through a browser.
NOTE
When the AR System server has encryption enabled (Premium Security or
Performance Security), the multi-process preview flowchart might take longer to
load.
Table
The table depicts the approval sequence. If you add or remove an ad hoc approver,
or perform any other action on the request, it is reflected in the flowchart
immediately.
Figure D-37: AP:Show-Detail formMulti-process preview table
Appendix D
Approval forms
275
Description
Refresh
Justification For Action Enter some meaningful text in this field to be recorded as a
justification for your action, and click Reject. An entry is added
to the Activity Log table.
If you click any other action button, this field is ignored.
For information about how your input is processed, see
Rejection justification for approval requests on page 40.
After you enter text in this field and click Reject, the entry might
not appear in the Activity Log table. However, the activity is
recorded and the corresponding entry is visible when the
request is opened again in AP:Show-Detail.
276
Type
User forms
Description
Question To
Select a name from the user list or enter the AR System login
name of the person to whom you want to raise a question. This
field is enabled only if you select Question from the Type dropdown list.
Using the Question To field, an approver can ask questions to the
requestor or any other person who belongs to the same group as
the approver.
Note: The approval server does not have any means to know
Response / Notes
Attachment
Submitter
Submit Date
Add
Save
Cancel
Delete
Right click anywhere in this tab to open the Preferences context menu. This menu
enables you to refresh the contents of the table, add or remove columns from the
view, set the refresh interval, and reset or save the changes you make to the table.
Comments
This feature enables submitters (requestor and approvers) to include comments
and attachments for an approval request. These could be useful as additional
information for the next approver in the chain.
Appendix D
Approval forms
277
Approvers can work with comments in the following ways using this form:
Add or delete their own comments, and view the comments included by other
approvers.
Include an attachment at the time of creating a comment. They can also modify
or delete the attachments associated with their own comments.
Edit or delete comments of other approvers if they are the Alternate Approvers
or Administrators. Approvers other than these can only view the corresponding
details.
Questions
This feature enables approvers to ask questions about an approval request to
requestors and other approvers. These answers could be useful as clarifications to
the current and future approvers in the chain.
Approvers can work with questions in the following ways using this form:
Add, modify, and delete their own questions, and view the questions raised by
other approvers.
Edit or delete questions raised by other approvers if they are the Alternate
Approvers or Administrators. Approvers other than these can only view the
corresponding details.
Cannot create a question because the Activity Log, which is invoked from
Approval Central, is available only to approvers. A requester does not have
access to the Activity Log.
278
An approver can raise a question to any user of the system (or application). If
the notifications are configured, the respective user receives a notification. The
user then clicks the Response button in the Approval Request Summary section
of Approval Central to open the AP:MoreInformation form for the request.
An approver can raise only one question at a time per request because, when a
question is created, the status of the request is changed to More Information.
After a requestor or approver responds to the question, the request is again
assigned the Pending status.
User forms
Approvers can modify or delete the questions they raised before the addressees
respond to them. No notification is sent in this case.
The question details in the table are associated with the Approval ID, Signature
ID, and a Question ID.
AP:ShowDetail-DeleteVerify
This dialog box appears when an approver tries to delete an Activity Log entry in
AP:Show-Detail. The entry could be a question, comment, or justification that the
approver created.
You can delete only one entry at a time. You cannot delete entries created by the
requestor or other approvers.
Click Yes to delete the entry for the request. The corresponding record in
AP:Question-Comment-Info is deleted.
Appendix D
Approval forms
279
280
Appendix
Consider that servers with the following configuration are used to set up a server
group named SvrGrp:
Table E-1: Sample server group configuration
Server type Server
name
Processor
Processor Available Operating Database
architecture type
RAM
system
AR System SvrA
SPARC
Dual
4 GB
Solaris 10 -
AR System SvrB
SPARC
Dual
4 GB
Solaris 10 -
Quad
16 GB
Database
DataSvrC SPARC
Instance name:
svrgrpdb
Appendix E
281
data files.
2 Install the AR System server on SvrB, as follows:
a Use svrgrpdb as Database Name or Connection String.
b Choose the Server Group mode to install the AR System server.
3 Install the approval server on SvrA and SvrB.
4 Log in to SvrA, and perform the following steps:
a In a browser or BMC Remedy User, open the AR System Administration
NOTE
The change in the Server Group Name is effective only when all servers in the
group are restarted.
6 Log in to any one of the servers, and perform the following steps:
a Open the AR System Server Group Operation Ranking form.
b Configure the approval server operation of Server SvrA to hold Rank 1, and save
the form.
c Configure the approval server operation of Server SvrB to hold Rank 2, and save
the form.
Restart SvrA and SvrB for the changes to take effect.
282
Appendix
Troubleshooting
Appendix F
Troubleshooting
283
Plain-text format
Approval-RIK_PreInstall.log
Approval-RIK_PostInstall.log
HTMLApproval-RIK_PostInstall.html
Runtime issues
Log data for an upgrade installation is written to the following files in the same
folder:
Approval-RIK_PostUpgradeInstall.log
upgrade.log
Runtime issues
This section describes how to resolve some possible runtime issues.
Check the following and take the necessary actions to process the request further:
Is the approver designated as an alternate approver for a time span in the past
or the future?
Appendix F
Troubleshooting
285
How to set it
AlternateApproval-Reg
AP:Admin-ServerSettings
Approval-LogFile
AP:Admin-ServerSettings
Approval-Notify
Approval-RPCSocket
AP:Admin-ServerSettings
286
Table F-1: BMC Remedy Approval Server configuration file settings (Sheet 2 of 2)
Configuration setting Description
Approval-PollingInterval
How to set it
This setting causes the approval server to poll the Edit the ar.cfg or ar.conf file
AR System server for pending work. It is intended with a text editor.
to operate as a backup method, not the primary
contact method. Under normal circumstances, the
AR System server or the Application Dispatcher
(depending on the configuration) contacts the
approval server when work is pending.
With this setting in place, the approval server polls
the AR System server only if it does not receive any
signal from the AR System server in the specified
time.
Specify the interval in seconds. The minimum is 30
seconds, and the maximum is 3600 seconds (one
hour). For example:
Approval-Polling-Interval:600
Accessibility issues
When working with approval server forms, you might encounter the following
accessibility issues:
The Select All button on Approval Central does not work for section 508 users.
If the user navigates to the Select All button by using the Tab key and presses
Enter, only the next request is selected instead of all the requests in the table.
The JAWS screen reader is unable to detect the check boxes that indicate which
requests are currently selected.
JAWS does not read aloud the following non-editable fields on Approval
Central:
Appendix F
Troubleshooting
287
288
When a section 508 user opens a menu, a pop-up dialog box appears, which lists
the items in that menu. Then, JAWS reads the items out aloud. If the user presses
Tab, the focus moves to the Cancel button instead of the next item in the menu.
Glossary
action date
approval
Glossary
289
290
close reject
Glossary
notification
291
qualification
292
signature
A B C D E F G H I J K L M N O P Q R S T U V W X Y Z
Index
A
ad hoc
approvers for a request 208, 263
getting next approver in process 78
overrides 43
processes 78
Allow Ad Hoc Next Approver 43
alternate approvers
about 21, 50
acting as 52
defining for others 54
designating 50
modifying 52
Application Dispatcher 72
Application Pending form 72
Application-Command processes
See also Approval Server commands
about 179
Application Pending form and 180
run process action 180
syntax 180
approval applications
connecting to the Approval Server 152
designing 152
Approval Central
about 36
fields 255
form 255
opening from home page 37
opening in a browser 37
opening in BMC Remedy User 37
using 60
approval events 31
Approval Process Done rules
creating 139
examples 93, 140
worksheet 205
approval processes
about 19, 72, 75
Ad Hoc processes 78
Approver Response stage 74
293
A B C D E F G H I J K L M N O P Q R S T U V W X Y Z
associating with a process 112
Auto Approval rules 83
Completion rules 92
creating 110, 200
defining actions 113
deleting 141
Get Authority Regular rules 91
Get Authority rules 84
Get Authority Self rules 84
Get Next Approver rules 85
modifying 141
order 112
Parameterized Get Next Approver rules 86
Prep Get Next Approver rules 85
processes and 82
qualifying conditions 112
querying 113
running server processes 113
Self Approval rules 84
setting values 113
Signature Accumulator rules 88
SQL commands in 113
Statistical Override rules 88
Validate Approver rules 86
worksheets 200
Approval Server
basic concepts 19
configuring 24, 286
connecting an application 152
error messages 287
flowcharts and 33
forms 207
server settings 27
upgrading 174
Approval Server commands
Add-PGNA-Values 168, 182
Add-Sig 183
Det-Approved 184
Det-Cancelled 184
Det-Error 185
Det-Rejected 185
Generate-Multi-Process-Preview 186
Generate-Preview 186
MoreInfo-Return 187
New-Details 187
Rename-Form 188
Rename-Process 188
Sig-Approved 189
Sig-Cancelled 189
Sig-Notify 190
Sig-Notify-Change 190
Sig-Notify-State 191
294
Sig-Reassign 192
Sig-Rejected 192
Update-Config 193
Approval Status options 87
approver list
about 20
Get Next Approver rules and 124
approver name length 95
Approver Response stage
about 74
rules in 87
approvers
about 20
adding 43
cannot respond 285
field menu of approver names 168
manual specification of 43
multiple 106
next approver 43
AR System configuration files 286
AR System object list 37
ar.cfg 286
ar.conf 286
arjoinfix
connecting applications to the Approval
Server 156
portnum parameter 156
updating three-way join forms 176
Assignee Group Permissions field
multi-tenancy and 238
rule configuration 112
Auto Approval rules
about 82
creating 114
examples 83, 115
Self Check stage and 74
B
BMC Software, contacting 2
business time, configuring 32
C
chaining approval processes 147, 158
Completion Check stage
about 74
rules in 91
Completion rules
about 92
configuring processes and 236
creating 138
A B C D E F G H I J K L M N O P Q R S T U V W X Y Z
determining success 92
examples 91, 92, 138
worksheet 204
configuring
Approval Server 24
flowcharts 33
process administrator 26
customer support 3
D
debug log 27
definition check interval 30
documentation, AR System 13
E
error messages 287
escalations, configuring 32
F
field permissions, troubleshooting 284
filters, approval processes and 148
flowcharts, Approval Server and 33
forms
See also forms, application; forms, Approval
Server; forms, Get Agreement; forms, Lunch
Scheduler
administration forms 208
renaming 104
user forms 255
workflow and 166
forms, application
approval request
about 71
arjoinfix and 156
connecting to the Approval Server 152
creating 153
linking a process to 231
linking to the Approval Server 157
permissions 153
signature authority 72
supporting forms
about 70
examples 146
three-way joins
about 71, 153
arjoinfix and 177
creating 154
request details 41
Index
295
A B C D E F G H I J K L M N O P Q R S T U V W X Y Z
fields in 231
AP:Reserved Word, fields in 245
AP:Role
defining roles 106
fields in 246
AP:Rule Definition
Basic 111
fields in 247
Set Fields 113
AP:Signature
about 71
fields in 252
Application Pending, about 72
Approval Central
Approval Central and 36
fields in 255
G
Get Agreement
about 58
activating rules 136
AP-Sample2:Get Agreement form 59
AP-Sample2:Issue Detail Signat form 62
sample users 58
statistical decision-making rules in 133
three-way join form 62
Get Authority Regular rules
Completion stage and 91
creating 116
worksheet 203
Get Authority rules
about 82
creating 116
examples 117
using with Self Approval rules 84
versus Get Authority Self rules 84
worksheet 200
Get Authority Self rules
about 82
creating 116
using with Self Approval rules 84
versus Get Authority rules 84
worksheet 201
Get Next Approver rules
about 85
approver list and 124
creating 121, 123
examples 85, 125
Level processes 122
multiple rules 124
Parent-Child processes 122
296
I
If Multiple Approvers
field values for 106
installation, troubleshooting and 283
L
Level processes
about 77
examples 145
getting next approver 77
requirements 77
licensing sample users 150
log files
about 27
configuring 30
using 284
loopback calls
avoiding deadlocks 285
private queues and 28
Lunch Scheduler
about 144
AP-Sample:Company form 146
AP-Sample:Lunch Scheduler form 145
AP-Sample:Lunch-Detail form 145
AP-Sample:Lunch-Detail-Signatu form 145
AP-Sample:Restaurant form 146
AP-Sample:Signature Authority form 72, 146
defining signature limits 134
forms in 145
Level process example 147
licensing users 150
Parent-Child process example 146
process functionality 148
processes in 145, 146
Rule-Based process example 147
users 150
M
More Information escalations, creating 103, 196
More Information requests
about 45
Approval Status and 63
creating 46, 62
responding 47, 63
viewing 47
A B C D E F G H I J K L M N O P Q R S T U V W X Y Z
viewing responses 48, 65
viewing your submitted 48
multi-tenancy
Assignee Group Permissions field 112
supporting 238
N
Next Approver stage
about 74
ad hoc next approvers 86
rules in 85
notifications
configuring 31
creating 158
Notify On options 160
workflow-based 165
Notify On options 160
O
overrides
global 55
performing 54
single signature 55
P
Parameterized Get Next Approver rules
about 85
creating 126
examples 128
previews and 86, 168
versus Get Next Approver rules 86
worksheet 203
Parent-Child processes
about 75
examples 145
getting next approver 76
requirements 76
passwords
requiring for approval 237
show field dynamically 167
Plugin Loopback RPC Socket, configuring 28, 30
Plug-in server
configuring 30
loopback calls 285
portmapper, arjoinfix and 156
Prep Get Next Approver rules
about 85
creating 120
R
requesters 20
requests
AP:Show-Detail form 271
reassigning 45
viewing details 271
roles
about 20, 106
defining 106
RPC sockets 30
Rule-Based processes
about 79
examples 145
getting next approver 79
requirements 79
Index
297
A B C D E F G H I J K L M N O P Q R S T U V W X Y Z
sample applications
Get Agreement 58
Lunch Scheduler 144
sample forms
Get Agreement 59
Lunch Scheduler 145
sample users, approval authority 150
security, requiring passwords to approve 237
Self Approval rules
about 82
creating 118
examples 84, 119
get authority rules and 83
Self Check stage and 74
worksheet 201
Self Check stage
about 74
rules in 82
Signature Accumulator rules
about 88
creating 131
default statistical data and 131
examples 89, 132
Get Agreement functionality 133, 135
Level processes and 89
signature lines and 89
worksheet 204
signature authority
form 72
Lunch Scheduler sample application and 150
signatures
creating escalations 101, 197
creating lines 85
limits 134
specifying additional approvers 43
statistical decision-making rules
See also Signature Accumulator rules; Statistical
Override rules
about 88
Statistical Override rules
about 88
actions 89
creating 132
default data and 90, 137
examples 133
Get Agreement functionality 135
process types and 89
worksheet 204
status 41
support, customer 3
technical support 3
three-way join forms
See also forms, application
example 145
troubleshooting
configuration file settings 286
deadlocked Approval Server 285
error messages 287
field permission errors 284
installation 283
two-way join forms
See also forms, application
example 145
298
U
upgrading the Approval Server 174
users, licensing sample 150
V
Validate Approver rules
about 85
creating 129
examples 86, 130
worksheet 201
W
Web access 178
workflow
enhancing Approval Server forms 166
notifications and 165
worksheets
More Information escalations 196
processes 196
rules 200
signature escalations 197
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